[Federal Register Volume 64, Number 109 (Tuesday, June 8, 1999)]
[Notices]
[Pages 30547-30550]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-14382]


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NATIONAL ARCHIVES AND RECORDS ADMINISTRATION


Records Schedules for Electronic Copies Previously Covered by 
General Records Schedule 20; 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.
    This request for comments pertains solely to schedules for 
electronic copies of records created using word processing and 
electronic mail where the recordkeeping copies are already scheduled. 
(Electronic copies are records created using word processing or 
electronic mail software that remain in storage on the computer system 
after the recordkeeping copies are produced.)
    These records were previously approved for disposal under General 
Records Schedule 20, Items 13 and 14. Pursuant to NARA Bulletin 99-04, 
agencies must submit schedules for the electronic copies associated 
with program records and administrative records not covered by the 
General Records Schedules. NARA invites public comments on such records 
schedules, as required by 44 U.S.C. 3303a(a). To facilitate review of 
these schedules, their availability for comment is announced in Federal 
Register notices separate from those used for other records disposition 
schedules.

DATES: Requests for copies must be received in writing on or before 
July 23, 1999. On request, NARA will send a copy of the schedule. NARA 
staff usually prepare appraisal memorandums concerning a proposed 
schedule. These, too, may be requested. Requesters will be given 30 
days to submit comments.
    Some schedules submitted in accordance with NARA Bulletin 99-04 
group records by program, function, or organizational element. These 
schedules do not include descriptions at the file series level, but, 
instead, provide citations to previously approved schedules or agency 
records disposition manuals (see Supplementary Information section of 
this notice). To facilitate review of such disposition requests, 
previously approved schedules or manuals that are cited may be 
requested in addition to schedules for the electronic copies. NARA will 
provide the first 100 pages at no cost. NARA may charge $.20 per page 
for additional copies. These materials also may be examined at no cost 
at the National Archives at College Park (8601 Adelphi Road, College 
Park, MD).

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 
and/or copies of previously approved schedules or manuals should so 
indicate in their request.

FOR FURTHER INFORMATION CONTACT: Marie Allen, Director, Life Cycle 
Management Division (NWML), 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

[[Page 30548]]

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. Routine administrative records common to most 
agencies are approved for disposal in the General Records Schedules 
(GRS), which are disposition schedules issued by NARA that apply 
Government-wide.
    In the past, NARA approved the disposal of electronic copies of 
records created using electronic mail and word processing via General 
Records Schedule 20, Items 13 (word processing documents) and 14 
(electronic mail). However, NARA has determined that a different 
approach to the disposition of electronic copies is needed. In 1998, 
the Archivist of the United States established an interagency 
Electronic Records Work Group to address this issue and pursuant to its 
recommendations, decided that agencies must submit schedules for the 
electronic copies of program records and administrative records not 
covered by the GRS. On March 25, 1999, the Archivist issued NARA 
Bulletin 99-04, which tells agencies what they must do to schedule 
electronic copies associated with previously scheduled program records 
and certain administrative records that were previously scheduled under 
GRS 20, Items 13 and 14.
    Schedules submitted in accordance with NARA Bulletin 99-04 only 
cover the electronic copies associated with previously scheduled 
series. Agencies that wish to schedule hitherto unscheduled series must 
submit separate SF 115s that cover both recordkeeping copies and 
electronic copies used to create them.
    In developing SF 115s for the electronic copies of scheduled 
records, agencies may use either of two scheduling models. They may add 
an appropriate disposition for the electronic copies formerly covered 
by GRS 20, Items 13 and 14, to every item in their manuals or records 
schedules where the recordkeeping copy has been created with a word 
processing or electronic mail application. This approach is described 
as Model 1 in Bulletin 99-04. Alternatively, agencies may group records 
by program, function, or organizational component and propose 
disposition instructions for the electronic copies associated with each 
grouping. This approach is described as Model 2 in the Bulletin. 
Schedules that follow Model 2 do not describe records at the series 
level.
    For each schedule covered by this notice the following information 
is provided: name of the Federal agency and any subdivisions requesting 
disposition authority; the organizational unit(s) accumulating the 
records or a statement that the schedule has agency-wide applicability 
in the case of schedules that cover records that may be accumulated 
throughout an agency; the control number assigned to each schedule; the 
total number of schedule items; the number of temporary items (the 
record series proposed for destruction); a brief description of the 
temporary electronic copies; and citations to previously approved SF 
115s or printed disposition manuals that scheduled the recordkeeping 
copies associated with the electronic copies covered by the pending 
schedule. If a cited manual or schedule is available from the 
Government Printing Office or has been posted to a publicly available 
Web site, this too is noted.
    Further information about the disposition process is available on 
request.

Schedules Pending

    1. National Archives and Records Administration, Agency-wide (N9-
64-99-1, 2 items, 2 temporary items). Electronic copies of records 
created using electronic mail and word processing that relate to 
routine program administration, committee management, and the use of 
free-lance editorial services. Recordkeeping copies of these files are 
included in Appendix 1 of the NARA Files Maintenance and Records 
Disposition Manual and Disposition Job N1-64-96-2. Appendix 1 is 
available on the NARA Web site (http://ardor.nara.gov/nara/index.html).
    2. National Archives and Records Administration, Agency-wide (N9-
64-99-2, 2 items, 2 temporary items). Electronic copies of records 
created using electronic mail and word processing that relate to 
general administration. Included are electronic copies of records 
pertaining to space requirements and other housekeeping matters, 
reproduction fees, the publication of Federal Register notices, the 
development of forms, the protection of security-classified 
information, and the management of records accumulated by NARA's 
component offices.
    Recordkeeping copies of these files are included in Appendix 2 of 
the NARA Files Maintenance and Records Disposition Manual and 
Disposition Job N1-64-96-2. Appendix 2 is available on the NARA Web 
site (http://ardor.nara.gov/nara/index.html).
    3. National Archives and Records Administration, Agency-wide (N9-
64-99-3, 2 items, 2 temporary items). Electronic copies of records 
created using electronic mail and word processing that relate to 
personnel management. Included are electronic copies of records 
pertaining to such subjects as the development and implementation of 
automated personnel and manpower information systems, pay and leave 
administration, charitable contribution campaigns, and savings bond 
drives. Recordkeeping copies of these files are included in Appendix 3 
of the NARA Files Maintenance and Records Disposition Manual. Appendix 
3 is available on the NARA Web site (http://ardor.nara.gov/nara/
index.html).
    4. National Archives and Records Administration, Agency-wide (N9-
64-99-4, 2 items, 2 temporary items). Electronic copies of records 
created using electronic mail and word processing that relate to 
budget, accounting, and financial management. Included are electronic 
copies of records pertaining to such subjects as the preparation of 
annual budget estimates and justifications, the development of 
operating budget plans, reimbursable agreements with other agencies, 
and cash management. Recordkeeping copies of these files are included 
in Appendix 4 of the NARA Files Maintenance and Records Disposition 
Manual. Appendix 4 is available on the NARA Web site (http://
ardor.nara.gov/nara/index.html).
    5. National Archives and Records Administration, Agency-wide (N9-
64-99-5, 2 items, 2 temporary items). Electronic copies of records 
created using electronic mail and word processing that relate to 
property and procurement. Included are electronic copies of records 
pertaining to such subjects as general supply and services matters, the 
control of personal property, the maintenance of office equipment, and 
procurement policies. Recordkeeping copies of these files are included 
in Appendix 5 of the NARA Files Maintenance and Records Disposition 
Manual. Appendix 5 is available on the NARA Web site (htttp://
ardor.nara.gov/nara/index.html).
    6. National Archives and Records Administration, Agency-wide (N9-
64-99-6, 2 items, 2 temporary items). Electronic copies of records 
created using electronic mail and word processing that relate to 
facilities. Included are electronic copies of records pertaining to 
such subjects as community activities, the establishment of health 
units, requisitions for supplies and services, sanitation and snow 
removal, the operation of concessions,

[[Page 30549]]

and the maintenance of mechanical equipment. Recordkeeping copies of 
these files are included in Appendix 6 of the NARA Files Maintenance 
and Records Disposition Manual. Appendix 6 is available on the NARA Web 
site (http://ardor.nara.gov/nara/index.html).
    7. National Archives and Records Administration, Agency-wide (N9-
64-99-7, 2 items, 2 temporary items). Electronic copies of records 
created using electronic mail and word processing that relate to travel 
and transportation. Included are electronic copies of records 
pertaining to the development of agency-wide travel policies, payments 
for transportation services involving non-routine conditions, and the 
issuance of official passports. Recordkeeping copies of these files are 
included in Appendix 7 of the NARA Files Maintenance and Records 
Disposition Manual.
    8. National Archives and Records Administration, Agency-wide (N9-
64-99-8, 2 items, 2 temporary items). Electronic copies of records 
created using electronic mail and word processing that relate to 
automatic data processing and word processing. Included are electronic 
copies of records pertaining to such subjects as the day-to-day 
administration of ADP programs, cost and staffing matters, and ADP 
training. Recordkeeping copies of these files are included in Appendix 
8 of the NARA Files Maintenance and Records Disposition Manual.
    9. National Archives and Records Administration, Agency-wide (N9-
64-99-9, 2 items, 2 temporary items). Electronic copies of records 
created using electronic mail and word processing that relate to 
legislative and congressional relations. Included are electronic copies 
of records pertaining to the status of proposed legislation, comments 
on proposed legislation maintained by offices other than the office 
responsible for agency-wide legislative liaison, and conversations with 
Members of Congress and their staffs. Recordkeeping copies of these 
files are included in Appendix 9 of the NARA Files Maintenance and 
Records Disposition Manual.
    10. National Archives and Records Administration, Agency-wide (N9-
64-99-10, 2 items, 2 temporary items). Electronic copies of records 
created using electronic mail and word processing that relate to public 
information activities. Included are electronic copies of such records 
as press clippings about NARA, biographies of leading NARA 
personalities, and letters of commendation or complaint. Recordkeeping 
copies of these files are included in Appendix 10 of the NARA Files 
Maintenance and Records Disposition Manual.
    11. National Archives and Records Administration, Agency-wide (N9-
64-99-11, 2 items, 2 temporary items). Electronic copies of records 
created using electronic mail and word processing that relate to legal 
matters, such as model copies of contracts and leases, copies of 
statutes and legal opinions used for reference, and files relating to 
potential tort claims where a claim is not formally submitted. 
Recordkeeping copies of these files are included in Disposition Job N1-
64-96-3.
    12. National Archives and Records Administration, Agency-wide (N9-
64-99-12, 2 items, 2 temporary items). Electronic copies of records 
created using electronic mail and word processing that relate to audits 
and investigations. Included are electronic copies of records 
pertaining to such subjects as day-to-day administration of the audit 
function (excluding files on specific cases), guidance provided to 
auditors, determination of areas for audit, and summaries of audits. 
Recordkeeping copies of these files are included in Appendix 12 of the 
NARA Files Maintenance and Records Disposition Manual.
    13. National Archives and Records Administration, Agency-wide (N9-
64-99-13, 2 items, 2 temporary items). Electronic copies of records 
created using electronic mail and word processing that relate to NARA 
programs for the management, disposition, and storage of Federal 
records. Included are electronic copies of records pertaining to such 
subjects as the operation of agency records centers, records management 
workshops for staff of Federal agencies, the publication in the Federal 
Register of notices of pending records disposition schedules, and the 
activities of Federal Records Centers, including accessioning, 
disposal, and reference. Recordkeeping copies of these files are 
included in Appendix 13 of the NARA Files Maintenance and Records 
Disposition Manual.
    14. National Archives and Records Administration, Agency-wide (N9-
64-99-14, 2 items, 2 temporary items). Electronic copies of records 
created using electronic mail and word processing that relate to 
archives, presidential materials, and donated materials. Included are 
electronic copies of records pertaining to such subjects as the 
preparation and approval of annual work plans, arrangement and 
description projects, reference and reproduction services, the 
operation of research rooms, and inspections of regional archival 
facilities. Recordkeeping copies of these files are included in 
Appendix 14 of the NARA Files Maintenance and Records Disposition 
Manual.
    15. National Archives and Records Administration, Agency-wide (N9-
64-99-15, 2 items, 2 temporary items). Electronic copies of records 
created using electronic mail and word processing that relate to the 
Federal Register. Included are electronic copies of records pertaining 
to such subjects as studies of Federal Register operations and 
policies, relations with Federal agencies concerning the publication of 
regulations, and the publication of documents, including copies of the 
published documents. Recordkeeping copies of these files are included 
in Appendix 15 of the NARA Files Maintenance and Records Disposition 
Manual.
    16. National Archives and Records Administration, Agency-wide (N9-
64-99-16, 2 items, 2 temporary items). Electronic copies of records 
created using electronic mail and word processing that relate to public 
programs. Included are electronic copies of records pertaining to such 
subjects as interpretive programs at NARA facilities, the National 
Archives volunteer program, museum shop operations, educational and 
training programs, and the preparation and sale of publications. 
Recordkeeping copies of these files are included in Appendix 16 of the 
NARA Files Maintenance and Records Disposition Manual.
    17. National Archives and Records Administration, National 
Historical Publications and Records Commission (N9-64-99-17, 2 items, 2 
temporary items). Electronic copies of records created using electronic 
mail and word processing that relate to the National Historical 
Publications and Records Commission. Included are electronic copies of 
records pertaining to such subjects as Commission meetings, annual 
reports, grants, and training in documentary editing. Recordkeeping 
copies of these files are included in Appendix 17 of the NARA Files 
Maintenance and Records Disposition Manual.
    18. National Archives and Records Administration, Agency-wide (N9-
64-99-18, 2 items, 2 temporary items). Electronic copies created using 
electronic mail and word processing that relate to the National 
Archives Trust Fund. Included are electronic copies of records 
pertaining to such subjects as annual reports of the Trust Fund, 
service orders, and the deposit of monies received. Recordkeeping 
copies

[[Page 30550]]

of these files are included in Appendix 18 of the NARA Files 
Maintenance and Records Disposition Manual.

    Dated: May 21, 1999.
Geraldine Phillips,
Acting Assistant Archivist for Record Services--Washington, DC.
[FR Doc. 99-14382 Filed 6-7-99; 8:45 am]
BILLING CODE 7515-01-P