[Federal Register Volume 63, Number 108 (Friday, June 5, 1998)] [Notices] [Pages 30782-30784] From the Federal Register Online via the Government Publishing Office [www.gpo.gov] [FR Doc No: 98-15062] ======================================================================= ----------------------------------------------------------------------- NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Records Schedules; Availability and Request for Comments AGENCY: National Archives and Records Administration, Office of Records Services, Washington, DC. ACTION: Notice of availability of proposed records schedules; requestor comments. ----------------------------------------------------------------------- SUMMARY: The National Archives and Records Administration (NARA) publishes notice at least once monthly of certain Federal agency requests for records disposition authority (records schedules). Once approved by NARA, records schedules provide mandatory instructions on what happens to records when no longer needed for current Government business. They authorize the preservation of records of continuing value in the National Archives of the United States and the destruction, after a specified period, of records lacking administrative, legal, research, or other value. Notice is published for records schedules in which agencies propose to destroy records not previously authorized for disposal or reduce the retention period of records already authorized for disposal. NARA invites public comments on such records schedules, as required by 44 U.S.C. 3303a(a). DATES: Requests for copies must be received in writing on or before July 20, 1998. Once the appraisal of the records is completed, NARA will send a copy of the schedule. NARA staff usually prepare appraisal memorandums that contain additional information concerning the records covered by a proposed schedule. These, too, may be requested and will be provided once the appraisal is completed. Requesters will be given 30 days to submit comments. ADDRESSES: To request a copy of any records schedule identified in this notice, write to the Life Cycle Management Division (NWML), National Archives and Records Administration (NARA), 8601 Adelphi [[Page 30783]] Road, College Park, MD 20740-6001. Requests also may be transmitted by FAX to 301-713-6852 or by e-mail to [email protected]. Requesters must cite the control number, which appears in parentheses after the name of the agency which submitted the schedule, and must provide a mailing address. Those who desire appraisal reports should so indicate in their request. FOR FURTHER INFORMATION CONTACT: Michael L. Miller, Director, Modern Records Programs (NWM), National Archives and Records Administration, 8601 Adelphi Road, College Park, MD 20740-6001. Telephone: (301) 713- 7110. E-mail: [email protected]. SUPPLEMENTARY INFORMATION: Each year Federal agencies create billions of records on paper, film, magnetic tape, and other media. To control this accumulation, agency records managers prepare schedules proposing retention periods for records and submit these schedules for NARA approval, using the Standard Form (SF) 115, Request for Records Disposition Authority. These schedules provide for the timely transfer into the National Archives of historically valuable records and authorize the disposal of all other records after the agency no longer needs the records to conduct its business. Some schedules are comprehensive and cover all the records of an agency or one of its major subdivisions. Most schedules, however, cover records of only one office or program or a few series of records. Many of these update previously approved schedules, and some include records proposed as permanent. No Federal records are authorized for destruction without the approval of the Archivist of the United States. This approval is granted only after a thorough consideration of their administrative use by the agency of origin, the rights of the Government and of private persons directly affected by the Government's activities, and whether or not they have historical or other value. Besides identifying the Federal agencies and any subdivisions requesting disposition authority, this public notice lists the organizational unit(s) accumulating the records or indicates agency- wide applicability in the case of schedules that cover records that may be accumulated throughout an agency. This notice provides the control number assigned to each schedule, the total number of schedule items, and the number of temporary items (the records proposed for destruction). It also includes a brief description of the temporary records. The records schedule itself contains a full description of the records at the file unit level as well as their disposition. If NARA staff has prepared an appraisal memorandum for the schedule, it too includes information about the records. Further information about the disposition process is available on request. Schedules Pending 1. Department of Defense, Office of the Secretary of Defense (N1- 330-98-1, 1 item, 1 temporary item). Files relating to individual volunteers, including volunteer agreement form, parental permission form for minors wishing to volunteer, and other records pertaining to service. 2. Department of the Army, United States Army Corps of Engineers (N1-AU-94-30, 1 item, 1 temporary item). The Case Management Information System which is an automated tracking system used only to monitor status of litigation. 3. Department of the Army, Army-wide (N1-AU-97-26, 1 item, 1 temporary item). Reference copies of various statistical reports generated to track enlistment activity. 4. Department of the Army, Army-wide (N1-AU-97-30, 1 item, 1 temporary item). Production/Financial Management reference files necessary to manage ammunition programs, including purchase requests, pricing data, contract data, correspondence and other miscellaneous materials. 5. Department of the Army, Army-wide (N1-AU-98-11, 1 item, 1 temporary item). Reduces retention period of explosive ordnance incident reports. 6. Department of the Navy, Navy-wide (N1-NU-98-7, 1 item, 1 temporary item). Audio cassette recordings of verbal statements taken during Physical Evaluation Boards and Medical Boards during Disability Evaluation proceedings. Statements will be transcribed and placed in the individual's Disability Retirement Case File which is retained for 75 years under previously approved schedules. 7. Department of Health and Human Services, Health and Human Services Reorganization (N1-468-98-1, 2 items, 1 temporary item). Working papers, 1977-1980. Handwritten notes and other material identifying number of staff and location are recommended for disposal. Implementation records are proposed for permanent retention. 8. Department of Health and Human Services, Assistant Secretary for Personnel (N1-468-98-3, 1 item, 1 temporary item). Appointment books, telephone logs and calendars maintained by the Assistant Secretary for Personnel and the Deputy Assistant Secretary for Personnel, 1975-1988. 9. Department of Health and Human Services, Office of the Secretary (N1-468-98-6, 1 item, 1 temporary item). User access log of visits to World Wide Web site. The logs record the visitor's origin, time of day, length of stay, and activities while at the site. 10. Department of State, U.S. Embassy London (N1-84-98-1, item, 1 temporary item). Case files of persons killed on Pan Am Flight 103 over Lockerbie, Scotland. 11. Department of the Treasury, Internal Revenue Service, Office of the Commissioner (N1-58-97-12, 7 items, 5 temporary items). The temporary records proposed for disposal, created by the Office of the National Director of Quality and the Office of Public Liaison, relate to the development of products and reports for the improvement of business practices, and administrative files regarding membership applications for the Commissioner's Advisory Group (CAG). Records that document the creation, functions and organization of the Quality Office, as well as final reports and products produced by the office, are proposed for permanent retention. 12. Department of the Treasury, Internal Revenue Service, Office of the Commissioner and former Executive Secretariat (N1-58-98-6, 5 items, 2 temporary items). Records documenting administrative functions within the defunct Executive Secretariat which date earlier than 1974. The substantive records from these entities are proposed for permanent retention. 13. The Corporation for National and Community Service (N1-362-98- 3, 9 items, 9 temporary items). Expands the records schedule for the Office of Procurement to add Billing Office Address Code Files, Credit Card Files and Unsuccessful Bidders File relating to transactions above the small purchase limitations in 48 CFR part 13. Updates disposition of other record series previously scheduled for temporary retention. 14. The Corporation for National and Community Service (N1-362-98- 5, 13 items, 9 temporary items). Schedules the records of AmeriCorps*State and National Office including Grant Files, CEO Decision Notebooks, Chron Files, and various duplicative materials. Records proposed for permanent retention include the Updates Newsletter, the Board Decision Notebooks and the record copy of the Conference and Training Workshop Records. [[Page 30784]] 15. Federal Retirement Thrift Investment Board, Office of Administration (N1-474-98-2,3 items, 3 temporary items). Electronic systems for tracking the performance of the Thrift Savings Plan's Common Stock and Fixed Income Funds and monies obligated by the Federal Retirement Thrift Investment Board for administrative expenditures but not yet spent. 16. National Archives and Records Administration (N1-GRS-97-4, 2 items, 2 temporary items). Revises and expands General Records Schedule 1, item 10, Temporary Individual Employee Records, applicable Government-wide, to add disposition instructions for the I-9 Forms and update the disposition instructions of other Temporary Individual Employee Records. 17. National Commission on Restructuring the Internal Revenue Service (N1-220-98-3, 8 items, 1 temporary item). Unsolicited Mail. Files which do not contain information used in Commission deliberations are recommended for disposal. Records of the Commission proposed for permanent retention include: testimony, briefing materials, Chief of Staff files, publications and correspondence. 18. President's Commission on Consumer Protection and Quality in the Health Care Industry (N1-220-98-6, 4 items, 1 temporary item). Correspondence Files consisting of unsolicited incoming correspondence, mailing lists, and similar materials which are unrelated to the primary mission of the Commission and not needed to document its work. 19. President's Crime Prevention Council (N1-220-98-7, 15 items, 10 temporary items). Referral letters, catalog program background files, reference material from other agencies, copies of legislation, conference information, outside meetings, publication drafts, and grant simplification files. These records do not contain information used in Commission deliberations and are recommended for disposal. The following records of the Commission are proposed for permanent retention: archiving material, publications, briefing books, speech and remarks file, and Vice Presidential events. 20. United States Information Agency, Office of Policy and Plans/ Office of Policy and Research (N1-306-96-4, 51 items, 11 temporary items). Extra copies of publications and reports, classified document accountability records, records relating to administrative matters, inter-agency liaison files, and reference files relating to Eastern Europe and the Near East and South Asia. Dated: June 1, 1998. Michael J. Kurtz, Assistant Archivist for Record Services--Washington, DC. [FR Doc. 98-15062 Filed 6-4-98; 8:45 am] BILLING CODE 7515-01-P