Notice2023-13369
Records Management; General Records Schedule (GRS); GRS Transmittal 34
Primary source
Metadata and text below are from the Federal Register, a public-domain U.S. government work. Always verify the official published version before relying on it for any legal matter.
Published
June 23, 2023
Effective
June 23, 2023
Issuing agencies
National Archives and Records Administration
Abstract
NARA is issuing revisions to the General Records Schedule (GRS). The GRS provides mandatory disposition instructions for records common to several or all Federal agencies. Transmittal 34 includes only changes we have made to the GRS since we published Transmittal 33 in January 2023. Additional GRS schedules remain in effect that we are not issuing via this transmittal.
Full Text
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<title>Federal Register, Volume 88 Issue 120 (Friday, June 23, 2023)</title>
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[Federal Register Volume 88, Number 120 (Friday, June 23, 2023)]
[Notices]
[Pages 41130-41131]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2023-13369]
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NATIONAL ARCHIVES AND RECORDS ADMINISTRATION
[NARA-2023-030]
Records Management; General Records Schedule (GRS); GRS
Transmittal 34
AGENCY: National Archives and Records Administration (NARA).
ACTION: Notice of new General Records Schedule (GRS) Transmittal 34.
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SUMMARY: NARA is issuing revisions to the General Records Schedule
(GRS). The GRS provides mandatory disposition instructions for records
common to several or all Federal agencies. Transmittal 34 includes only
changes we have made to the GRS since we published Transmittal 33 in
January 2023. Additional GRS schedules remain in effect that we are not
issuing via this transmittal.
DATES: This transmittal is effective June 23, 2023.
ADDRESSES: You can find all GRS schedules and FAQs at <a href="http://www.archives.gov/records-mgmt/grs.html">http://www.archives.gov/records-mgmt/grs.html</a> (in Word, PDF, and CSV formats).
You can download the complete current GRS, in PDF format, from the same
location.
FOR FURTHER INFORMATION CONTACT: For more information about this notice
or to obtain paper copies of the GRS, contact Eddie Germino, Regulatory
and External Policy Program Manager, by email at
<a href="/cdn-cgi/l/email-protection#2e5c4b495b424f5a474140714d4143434b405a5d6e404f5c4f00494158"><span class="__cf_email__" data-cfemail="3b495e5c4e575a4f52545564585456565e554f487b555a495a155c544d">[email protected]</span></a> or by telephone at 301.837.3758. Writing
and maintaining the GRS is the GRS Team's responsibility. This team is
part of Records Management Operations in the Office of the Chief
Records Officer, at NARA. You may contact NARA's GRS Team with general
questions about the GRS at <a href="/cdn-cgi/l/email-protection#0a4d5859555e6f6b674a646b786b246d657c"><span class="__cf_email__" data-cfemail="9cdbcecfc3c8f9fdf1dcf2fdeefdb2fbf3ea">[email protected]</span></a>.
Your agency's records officer may contact the NARA appraiser with
whom your agency normally works for support in carrying out this
transmittal and the revised portions of the GRS. You may access a list
of appraisal and scheduling contacts on our website at <a href="http://www.archives.gov/records-mgmt/appraisal/index.html">http://www.archives.gov/records-mgmt/appraisal/index.html</a>.
SUPPLEMENTARY INFORMATION: GRS Transmittal 34 announces changes to the
General Records Schedules (GRS) made since NARA published GRS
Transmittal 33 in January 2023. The GRS provide mandatory disposition
instructions for records common to several or all Federal agencies.
Transmittal 34 includes one new schedule and alterations to four
previously published schedules. As with the past few transmittals, this
transmittal publishes only those schedules that are new or have changed
since they were last published in a transmittal. Other schedules not
published in this transmittal remain current and authoritative. You can
find all schedules (in Word and PDF formats), general GRS FAQs, and
schedule specific FAQs at <a href="http://www.archives.gov/records-mgmt/grs.html">http://www.archives.gov/records-mgmt/grs.html</a>.
1. What changes does this transmittal make to the GRS?
GRS Transmittal 34 one new schedule:
GRS 4.5 Digitizing Records DAA-GRS-2022-0010
This transmittal also publishes four updates:
GRS 4.1 Records Management Records (see question 3 below)
GRS 4.2 Information Access and Protection Records (see question 4
below)
GRS 5.2 Transitory and Intermediary Records (see question 5 below)
GRS 5.4 Facility, Equipment, Vehicle, Property, and Supply Records (see
question 6 below)
2. What changes did we make to GRS 4.1, Records Management Records?
We marked item 050, Validation records for digitized temporary
records, as superseded. These records are now scheduled by GRS 4.5,
item 010 (DAA-GRS-2022-0010-0001).
3. What changes did we make to GRS 4.2, Information Access and
Protection Records?
We marked items 010, General information request files, and 130,
Personally identifiable information extracts, as superseded. These
records are now scheduled by GRS 5.2, item 010 (DAA-GRS-2022-0009-
0001).
[[Page 41131]]
4. What changes did we make to GRS 5.2, Transitory and Intermediary
Records?
We revised this schedule to remove references to source records
that have been digitized. These source records are now scheduled by GRS
4.5, item 010 (DAA-GRS-2022-0010-0001).
Additionally, the item descriptions have been revised to remove
specific examples of record types covered by each item. The examples
will be provided in GRS 5.2 Frequently Asked Questions (FAQs). This is
part of a new approach we are taking with the GRS to focus on the
criteria that identify records rather than long lists of examples that
may not clearly represent the entire coverage of the disposition
authority.
5. What changes did we make to GRS 5.4, Facility, Equipment, Vehicle,
Property, and Supply Records?
We marked items 071, Facility, space, and equipment inspection,
maintenance, and service records--Records tracking completion of
custodial and minor repair work, as superseded. These records are now
scheduled by GRS 5.2, item 010 (DAA-GRS-2022-0009-0001).
6. How do agencies cite GRS items?
When citing the legal disposition authority for records covered by
the GRS in NARA documents, either when transferring records to Federal
Records Centers for storage, to NARA for accessioning, or when
requesting GRS deviations on record schedules, use the ``DAA'' number
in the ``Disposition Authority'' column of the table. For example, use
``DAA-GRS-2017-0007-0008'' rather than ``GRS 2.2, item 070.'' A GRS
Disposition Authority Look-Up Table is available on our website at
<a href="https://www.archives.gov/records-mgmt/grs.html">https://www.archives.gov/records-mgmt/grs.html</a>.
7. Do agencies have to take any action to implement these GRS changes?
NARA regulations (36 CFR 1226.12(a)) require agencies to
disseminate GRS changes within six months of receipt.
Per 36 CFR 1227.12(a)(1), you must follow GRS dispositions that
state they must be followed without exception.
Per 36 CFR 1227.12(a)(3), if you have an existing schedule that
differs from a new GRS item that does not require being followed
without exception, and you wish to continue using your agency-specific
authority rather than the GRS authority, you must notify NARA within
120 days of the date of this transmittal. Please send these
notifications to <a href="/cdn-cgi/l/email-protection#5c1b0e0f0308393d311c323d2e3d723b332a"><span class="__cf_email__" data-cfemail="d69184858982b3b7bb96b8b7a4b7f8b1b9a0">[email protected]</span></a>.
If you do not have an already existing agency-specific authority
but wish to apply a retention period that differs from that specified
in the GRS, you must submit a records schedule to NARA for approval via
the Electronic Records Archives.
8. How can an agency get copies of the new GRS?
You can download the complete current GRS, in PDF format, from
NARA's website at <a href="http://www.archives.gov/records-mgmt/grs.html">http://www.archives.gov/records-mgmt/grs.html</a>.
9. Whom should an agency contact for further information?
Please contact <a href="/cdn-cgi/l/email-protection#4e091c1d111a2b2f230e202f3c2f60292138"><span class="__cf_email__" data-cfemail="b2f5e0e1ede6d7d3dff2dcd3c0d39cd5ddc4">[email protected]</span></a> with any questions related to this
transmittal.
Colleen J. Shogan,
Archivist of the United States.
[FR Doc. 2023-13369 Filed 6-22-23; 8:45 am]
BILLING CODE 7515-01-P
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