Notice2024-13176
Records Management; General Records Schedule (GRS); GRS Transmittal 35
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 14, 2024
Effective
June 14, 2024
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 35 includes only changes we have made to the GRS since we published Transmittal 34 in June 2023. All other GRS remain in effect.
Full Text
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<title>Federal Register, Volume 89 Issue 116 (Friday, June 14, 2024)</title>
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[Federal Register Volume 89, Number 116 (Friday, June 14, 2024)]
[Notices]
[Pages 50635-50636]
From the Federal Register Online via the Government Publishing Office [<a href="http://www.gpo.gov">www.gpo.gov</a>]
[FR Doc No: 2024-13176]
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NATIONAL ARCHIVES AND RECORDS ADMINISTRATION
[NARA-2024-029]
Records Management; General Records Schedule (GRS); GRS
Transmittal 35
AGENCY: National Archives and Records Administration (NARA).
ACTION: Notice of new General Records Schedule (GRS) Transmittal 35.
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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 35 includes only
changes we have made to the GRS since we published Transmittal 34 in
June 2023. All other GRS remain in effect.
DATES: This transmittal is effective June 14, 2024.
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#96e4f3f1e3faf7e2fff9f8c9f5f9fbfbf3f8e2e5d6f8f7e4f7b8f1f9e0"><span class="__cf_email__" data-cfemail="31435456445d5045585e5f6e525e5c5c545f4542715f5043501f565e47">[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#501702030f0435313d103e3122317e373f26"><span class="__cf_email__" data-cfemail="ffb8adaca0ab9a9e92bf919e8d9ed1989089">[email protected]</span></a>.
Your agency's records officer may contact the NARA appraiser with
whom your agency normally works for support
[[Page 50636]]
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 35 announces changes to the
General Records Schedules (GRS) made since NARA published GRS
Transmittal 34 in June 2023. The GRS provide mandatory disposition
instructions for records common to several or all Federal agencies.
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 35 publishes updates to six schedules. The primary
purpose of these updates was to revise certain GRS disposition
instructions so that they are machine-implementable. Machine-
implementable disposition instructions can be converted into code that
a computer application can implement. Machine-implementable
instructions must have only one retention type for the computer to know
what to do. A retention type identifies the point in time when
retention starts, either at the point of creation (an age- or creation-
based retention, such as ``Destroy when 3 years old'') or when a
certain event occurs (an event-based retention, such as ``Destroy 3
years after final action'').
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GRS Item Change
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GRS 2.2, Employee Management 030, Employee Revised the
Records. incentive award disposition
records. instructions for
090, Records related machine-
to official implementation.
passports--Applicat
ion records.
GRS 2.3, Employee Relations 040, Telework/ Updated the item
Records. alternate worksite title and
program case files description for
(now Telework/ clarity. Revised
Alternate Worksite the disposition
Agreements). instructions for
machine-
implementation.
GRS 2.4, Employee 061, Payroll program Revised the
Compensation and Benefits administrative disposition
Records. records--Payroll instructions for
system reports machine-
providing fiscal implementation.
information on
agency payroll.
080, Wage Survey Revised the item
Files. description for
clarity. Revised
the disposition
instructions for
machine-
implementation.
GRS 2.6, Employee Training 041, Senior Revised the
Records. Executive Service disposition
Candidate instructions for
Development Program machine-
(SESCDP)--Case implementation.
records on SESCDP
participants.
GRS 5.4, Facility, 020, Real property Revised the
Equipment, Vehicle, ownership records. disposition
Property, and Supply 030, Vehicle and instructions for
Records. equipment ownership machine-
records and implementation.
operation manuals..
GRS 5.6, Security Management 050, Records of Changed the item
Record. credit card abuse title and
and postal description for
irregularities (now clarity. Revised
Misuse or the disposition
irregularities instructions for
investigation machine-
records). implementation.
100, Accident and Revised the
incident records. disposition
160, Canine (K-9) instructions for
service records.. machine-
implementation.
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3. How do agencies cite GRS items when communicating with NARA ?
Cite the ``DAA'' number in the ``Disposition Authority'' column of
the GRS table when transferring records to Federal Records Centers or
to NARA for accessioning, or when requesting GRS deviations on record
schedules. 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>.
4. 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), if a new or revised GRS states that the
provisions must be followed without exception, your agency must follow
the disposition instructions of the GRS.
If your agency has an existing schedule item for records covered by
a new or revised GRS, the GRS supersedes the agency-specific item. Per
36 CFR 1227.12(a)(3), if you wish to continue using your agency-
specific item and the related GRS item is not identified as mandatory,
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#e6a1b4b5b9b283878ba688879487c8818990"><span class="__cf_email__" data-cfemail="551207060a01303438153b3427347b323a23">[email protected]</span></a>.
If you do not have an already existing agency-specific item and
want 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.
5. 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>.
6. Whom should an agency contact for further information?
Please contact <a href="/cdn-cgi/l/email-protection#a6e1f4f5f9f2c3c7cbe6c8c7d4c788c1c9d0"><span class="__cf_email__" data-cfemail="93d4c1c0ccc7f6f2fed3fdf2e1f2bdf4fce5">[email protected]</span></a> with any questions related to this
transmittal.
Colleen J. Shogan,
Archivist of the United States.
[FR Doc. 2024-13176 Filed 6-13-24; 8:45 am]
BILLING CODE 7515-01-P
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