[Federal Register Volume 63, Number 133 (Monday, July 13, 1998)]
[Notices]
[Pages 37595-37597]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 98-18458]


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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; request 
for comments.

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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 
August 27, 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 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

[[Page 37596]]

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 Agriculture, Grain Inspection, Packers and 
Stockyards Administration, Agency-wide (N1-463-98-2, 2 items, 2 
temporary items). Reduction in retention periods of license issuance 
records and investigation files, which were previously approved for 
disposal, to meet requirements of the U.S. Grain Standards Act.
    2. Department of Agriculture, Animal and Plant Health Inspection 
Service, Agency-wide (N1-463-98-1, 2 items, 2 temporary items). Credit 
card account set-up files and program holder files documenting the 
issuance and use of government employee credit cards for agency 
purchases.
    3. Department of the Army, Army-wide (N1-AU-97-10, 6 items, 6 
temporary items). Records relating to logistics and materiel issues, 
including readiness of aircraft, missiles and ground equipment and the 
capability of the logistics system to sustain deployed forces in 
simulated combat.
    4. Department of the Army, Army-wide (N1-AU-97-25, 4 items, 4 
temporary items). Reduction in the retention period of special review 
board records previously approved for disposal. Files relate to 
suitability evaluation boards, academic evaluation report appeals, 
officer evaluation report appeals and enlisted evaluation report 
appeals.
    5. Department of Commerce, National Oceanic and Atmospheric 
Administration, Agency-wide (N1-370-97-3, 1 item, 1 temporary item). 
Fishery Management Regulations Guidance Files maintained at NOAA 
headquarters and regional offices which consist of guidance on the 
preparation and publication of regulations in the Federal Register, 
regulatory training materials pertaining to fishery regulations 
development and regulations pertaining to Fishery Management Plans.
    6. Department of Energy, Alaska Power Administration, Agency-wide 
(N1-447-97-1, 5 items, 1 temporary item). The single temporary item in 
this schedule permits the Alaska Power Administration (which will cease 
operation in 1998) to apply to its records disposal authorities 
contained in 10 separate schedules approved for analogous records of 
the Bonneville Power Administration. Records proposed for disposal 
document payroll, budget, work requests, quality control, line 
inspections and other day-to-day operations.
    7. Department of Health and Human Services, Health Care Financing 
Administration (N1-440-98-1, 1 item, 1 temporary item). Demonstration 
records created by the Office of Financial Management to support the 
management and payment for research projects conducted by HCFA to test 
the feasibility of covering currently noncovered services or activities 
and/or to test alternate reimbursement methodologies. The files include 
cost reports, financial statements, award/initiation letters, 
correspondence, progress reports, corrective actions, site visit 
reports, interim and final reports, desk review programs, notices of 
program reimbursement, adjustment reports, appeals information (e.g., 
position papers), payment information, enrollee data and monthly and 
history edits.
    8. Department of Health and Human Services, Health Care Financing 
Administration (N1-440-98-2, 1 item, 1 temporary item). Adjusted 
Community Rate (ACR) Proposals created by individual HMO's consisting 
of documentation supporting the proposed monthly premium charge to 
enrolled Medicare beneficiaries.
    9. Department of Health and Human Services, National Institute for 
Occupational Safety and Health (N1-442-98-1, 4 items, 4 temporary 
items). Epidemiological Study Records and Employee Exposure and Medical 
Records. Epidemiological Study Records include medical records and 
consent forms, questionnaires, notification letters, study protocols, 
draft reports and peer review correspondence (the final study report is 
not authorized for destruction). Employee Exposure and Medical Records 
will be retained for 40 years in accordance with requirements specified 
in 29 CFR 1910.
    10. Department of Justice, Agency-wide (N1-60-98-3, 1 item, 1 
temporary item). Removal of Records Request and Nondisclosure 
Agreements. Executed printed forms required of all departing employees 
certifying that documentary materials removed are non-record copies and 
contain no sensitive information.
    11. Department of Justice, Federal Bureau of Investigation, 
Criminal Justice Information System Division (N1-65-98-1, 1 item, 1 
temporary item). A reduction in the retention period for single 
fingerprint cards for individuals born prior to 1/1/29, previously 
approved for disposal.
    12. Department of Justice, Immigration and Naturalization Service 
(N1-85-98-1, 2 items, 2 temporary items). Firearms Operating Module, an 
automated system tracking issuance of firearms to INS enforcement 
personnel.
    13. Department of Justice, United States Parole Commission (N1-438-
98-1, 1 item, 1 temporary item). Parole cases transferred from the 
custody of the District of Columbia Parole Board to the Commission 
pursuant to the requirements of P.L. 1005-33.
    14. Department of Treasury, Internal Revenue Service, Assistant 
Commissioner (International) (N1-058-98-8, 10 items, 10 temporary 
items). The records consist of Exemption from Withholding on 
Compensation for Independent Personal Services of a Non-Resident Alien 
(Form 8233) and two administrative systems: the Territory Post Model 
System which prioritizes potential international posts-of-duty, and the 
Centralized International Case Management System, which tracks 
information pertaining to international examinations.
    15. Department of Treasury, Internal Revenue Service, Service 
Centers (N1-058-98-12, 20 items, 20 temporary items). The records 
consist of forms and

[[Page 37597]]

accounting records created and maintained in the Centers pertaining to 
revenue collection and accounting; processing, analysis, and 
disposition of tax returns, tax information and related records; 
mailing of tax forms, transcription of statistical information and 
preparation of reports.
    16. Department of Treasury, Internal Revenue Service, Office of the 
Chief, Management and Administration; Assistant Commissioner, Support 
Services; Office of the Chief, Headquarters Operations; Office of the 
Director, Support Services; Regional Commissioners (N1-058-97-9, 42 
items, 36 temporary items). The records proposed for disposal consist 
largely of administrative records pertaining to such matters as air 
quality management, building renovation projects, management 
improvement studies, operating plans, space planning, parking programs, 
work information tracking, and membership in professional 
organizations.
    17. Department of Treasury, Internal Revenue Service, Service 
Centers (N1-058-98-11, 1 item, 1 temporary item). A reduction in the 
retention period for Posting, Payment, and Adjustment Documents, which 
were previously approved for disposal.
    18. Department of Treasury, Under Secretary, Domestic Finance, 
Office of Federal Financing Bank (N1-056-98-1, 4 items, 2 temporary 
items). A reduction in the retention period for Federal Financing Note 
and Obligation Files and Transaction Files, which were previously 
approved for disposal.
    19. African Development Foundation, Office of Programs and Field 
Operations (N1-487-98-1, 4 items, 4 temporary items). Master Grant 
Documentation Files, including electronic versions of records created 
by electronic mail and word processing applications.
    20. Environmental Protection Agency, Laboratory Records (N1-412-97-
5, 1 item, 1 temporary item). Employee Occupational Exposure to 
Ionizing Radiation records consisting of quarterly employee exposure 
reports, lists of approved radioactive isotope users, Nuclear 
Regulatory Commission (NRC) correspondence, policies regarding handling 
of radiation, questionnaires and requisitions for and inventories of 
radioactive materials. These files will be maintained for 75 years 
after the termination of the NRC license.
    21. Federal Emergency Management Agency (FEMA), Agency-wide (N1-
311-97-2, 4 items, 2 temporary items). Records of external committees 
and conferences sponsored by other agencies.
    22. National Archives and Records Administration (N1-GRS-98-1, 2 
items, 2 temporary items). An addition to General Records Schedule 1, 
applicable to all Federal agencies, providing disposition authority for 
records documenting positive drug test results for Federal employees 
and job applicants.
    23. Central Intelligence Agency, Agency-wide (N1-263-98-1, 3 items, 
2 temporary items). The temporary records include agency posters 
produced in support of routine events and subjects and pre-production 
materials. Mission related posters are proposed for permanent 
retention.
    24. Tennessee Valley Authority, Chief Engineer (N1-142-98-14, 2 
items, 1 temporary item). Temporary files of the Chief Engineer 
consisting of field engineering log books, concreting operations 
records, progress reports, blasting records and administrative records. 
Project files relating to water control and related photographs, 
fatalities at TVA facilities, and Townlift correspondence are proposed 
for permanent retention.

    Dated: July 2, 1998.
Geraldine N. Phillips,
Acting Assistant Archivist for Record Services--Washington, DC.
[FR Doc. 98-18458 Filed 7-10-98; 8:45 am]
BILLING CODE 7515-01-P