[Federal Register Volume 65, Number 45 (Tuesday, March 7, 2000)]
[Notices]
[Pages 12032-12035]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 00-5484]


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NATIONAL ARCHIVES AND RECORDS ADMINISTRATION


Records Schedules; Availability and Request for Comments

AGENCY: National Archives and Records Administration (NARA).

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 
April 21, 2000. 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: 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's 
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 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, Animal and Plant Health Inspection 
Service (N1-463-98-3, 3 items, 3 temporary items). Applications and 
related records pertaining to obtaining agency recognition as an 
approved stockyard for swine and cattle, including electronic copies of 
documents created using electronic mail and word processing.
    2. Department of the Army, Agency-wide (N1-AU-00-5, 3 items, 3 
temporary items). Records relating to Army law library services and the 
continuing legal education of Judge Advocate officers. Library records 
include publication account inventories, surveys, and purchase orders. 
Continuing legal education files include correspondence, surveys, and 
recertification documentation. Also included are electronic copies of 
documents created using electronic mail and word processing.
    3. Department of the Army, Agency-wide (N1-AU-98-7, 2 items, 2 
temporary items). Reports and other records pertaining to the 
inspection and testing of grounding systems at ammunition and 
explosives facilities to protect against lightening strikes and power 
surges. Included are electronic copies of documents created using 
electronic mail and word processing.
    4. Department of Defense, Office of the Secretary of Defense (N1-
330-00-1, 1 item, 1 temporary item). Elementary school student record 
files pertaining to pupils in Defense Department schools. Files contain 
documents on enrollment, registration, achievement test results, and 
grades. This schedule reduces the retention period for these records, 
which were previously approved for disposal.
    5. Department of Defense, Defense Contract Audit Agency (N1-372-00-
1, 4 items, 4 temporary items). Quality assurance records relating to 
audit management activities implemented to ensure that appropriate 
audit standards, policies, and procedures have been adopted and 
followed. Included are electronic copies of records created using 
electronic mail and word processing. This schedule also authorizes the 
agency to apply the proposed disposition instructions to any 
recordkeeping medium.
    6. Department of Defense, Defense Contract Audit Agency (N1-372-00-
2, 5 items, 4 temporary items). Agency corres-pondence with individual

[[Page 12033]]

members of Congress concerning letters from their constituents and 
other inquiries not relating to congressional committees. Included are 
electronic copies of records created using electronic mail and word 
processing. This schedule also authorizes the agency to apply the 
disposition instructions proposed for temporary records to any 
recordkeeping medium. Also proposed are minor changes in the 
disposition instructions for correspondence with congressional 
committees, which was previously approved for permanent retention.
    7. Department of Defense, National Imagery and Mapping Agency (N1-
537-00-1, 149 items, 149 temporary items). Records relating to security 
matters. Records pertain to such subjects as the protection of 
classified information and facilities, security violations, security 
surveys and inspections, release of security classified information, 
security policy, communications security, the issuance of 
identification cards and badges, vehicle registration, 
counterintelligence, and personnel security. Also included are 
electronic copies of documents created using electronic mail and word 
processing.
    8. Department of Justice, Federal Bureau of Prisons (N1-129-00-5, 5 
items, 5 temporary items). Records relating to the maintenance and 
inspection of agency facilities. Included are such records as 
inspection reports, log books, work orders, and electronic copies of 
documents created using electronic mail and word processing.
    9. Department of Justice, Justice Management Division (N1-60-00-6, 
5 items, 1 temporary item). Photographs of routine events, such as 
employee award ceremonies and retirement parties, and photographic 
portraits of agency personnel other than top-level officials. Proposed 
for permanent retention are photographs relating to the Attorney 
General and to significant events and activities as well as a 
commemorative photo album relating to Attorney General Robert F. 
Kennedy.
    10. Department of Justice, Immigration and Naturalization Service 
(N1-85-00-1, 2 items, 2 temporary items). Fingerprint tracking system 
database records and computer tapes used for the inter-agency transfer 
of fingerprint information. Data in the system includes name, date and 
place of birth, and other information concerning aliens who are 
required to submit fingerprints as well as such information as date 
fingerprints were submitted to the Federal Bureau of Investigation and 
type of response provided by the FBI.
    11. Department of Health and Human Services, Administration for 
Children and Families (N1-292-99-1, 2 items, 2 temporary items). 
Administrative files of the Preschool Education Program, dating from 
1969-1970, that consist of travel orders, requests for information, 
trip reports, hotel reservations, conference schedules, and related 
correspondence. Also included are statistical printouts of the Refugee 
Resettlement Program, dating from 1987-1989, that contain incomplete 
demographic data. These printouts were created from a database that is 
already in the National Archives.
    12. Department of Health and Human Services, Health Resources and 
Services Administration (N1-512-00-1, 10 items, 7 temporary items). 
Older records accumulated by the Health Resources and Services 
Administration, 1964-1976. Included are such records as questionnaires, 
requests for information, thank-you letters, personal health surveys, 
teeth charts, x-ray files, grant proposals, follow-up reports, 
evaluations of technical proposals, financial data, personnel folders, 
and administrative planning files. Records proposed for permanent 
retention include subject files of the director of the Office of Family 
Benefits Planning, subject files of the director of the National Center 
for Health Services Research, and files relating to activities of the 
U.S. National Committee on Vital and National Health Statistics.
    13. Department of Labor, Office of Inspector General (N1-174-00-2, 
10 items, 10 temporary items). Formal case files and a related case 
file tracking system, notations and logs of telephone calls received on 
the Inspector General's Fraud, Waste and Abuse Hotline, correspondence 
containing anonymous or vague allegations, and electronic copies of 
records created using electronic mail and word processing. Summaries of 
important cases and information concerning other significant activities 
are included in the Inspector General's Semiannual Report to the 
Congress, which was previously approved for permanent retention.
    14. Department of the Treasury, Internal Revenue Service (N1-58-00-
2, 2 items, 2 temporary items). Paper copies of the quarterly report 
submitted to Congress concerning century date change activities. 
Reports include information on project status, conversion strategies, 
and the cost in funds and staff time. Also included are electronic 
copies of records created using electronic mail and word processing.
    15. Federal Energy Regulatory Commission, Office of General Counsel 
(N1-138-98-15, 3 items, 3 temporary items). Reports and related records 
documenting deviations from established standards of conduct by 
transmission providers occurring during an emergency. Included are 
electronic copies of documents created using electronic mail and word 
processing.
    16. Federal Energy Regulatory Commission, Office of Chief 
Accountant (N1-138-98-17, 6 items, 6 temporary items). Requests for 
approval by the Chief Accountant for variations in accounting 
procedures and records retention (AC dockets) and requests for 
Commission approval of changes in depreciation rates (DR dockets). AC 
dockets include requests for accounting/journal entries for losses and 
related taxes, extensions of time for filing submissions, and files 
documenting records retention and disposal actions. DR dockets include 
petitions requesting changes in depreciation rates retained for 
accounting purposes only. Also included are electronic copies of 
documents created using electronic mail and word processing that relate 
to both AC and DR dockets.
    17. Federal Energy Regulatory Commission, Office of Electric Power 
Regulation (N1-138-98-6, 10 items, 10 temporary items). Docket case 
files related to transmission service, stranded cost recovery, 
declaration of non-jurisdictional status, and applications for exempt 
wholesale generator status. Case files include complaints, statements 
of positions, motions to intervene, requests and petitions, briefs, 
testimony and exhibits, and related documents. Docket sheets and agency 
compilations of formal documents were previously approved for permanent 
retention.
    18. Kahoolawe Island Conveyance Commission, Agency-wide (N1-220-00-
2, 16 items, 8 temporary items). Paper copies of agendas and minutes, 
reports, public hearing summaries, testimony, public hearing 
transcripts, legislative files, correspondence, and publications are 
proposed for disposal as is a duplicate video recording. The original 
copy of this video recording and microfilm copies of paper files are 
proposed for permanent retention in the National Archives. Records 
proposed for disposal will be transferred to the archives of the State 
of Hawaii.
    19. National Archives and Records Administration, Information 
Security Oversight Office (N1-64-00-3, 6 items, 3 temporary items). 
Working papers compiled during the drafting of the office's Annual 
Report to the President. Also included are electronic copies of 
documents created using electronic mail and word processing that relate 
to annual reports and the office's oversight of government-wide 
information

[[Page 12034]]

security programs. Proposed for permanent retention are recordkeeping 
copies of Annual Reports to the President and files relating to 
executive branch information security programs.
    20. Nuclear Regulatory Commission, Office of Human Resources (N1-
431-00-15, 43 items, 31 temporary items). Electronic records in the 
Commission's Agency-wide Document Access and Management System (ADAMS) 
accumulated by the Office of Human Resources, including electronic 
copies of records created using office automation tools and of records 
used to create ADAMS portable document format files. The electronic 
recordkeeping copies of case files that document the resolution of 
differing professional views are proposed for disposal along with paper 
copies of these records that pre-date ADAMS. Also proposed for disposal 
are electronic recordkeeping copies of such records as committee and 
conference files that pertain to committees and conferences for which 
NRC is not the sponsor, subject files accumulated below the office 
director level, routine correspondence files, and training aids 
acquired from private institutions or other agencies. Paper copies of 
these records were previously approved for disposal. Paper copies of 
awards files, excluding those filed in official personnel folders, are 
also proposed for disposal. Series proposed for permanent retention 
include electronic recordkeeping copies of awards files accumulated at 
the Commission level, records of committees and conferences for which 
NRC is the sponsor, differing professional opinion files, subject files 
accumulated at the office director level, and training aids developed 
by the Commission. This schedule also proposes minor changes in the 
disposition instructions for paper copies of committee and conference 
records, which were previously scheduled.
    21. Nuclear Regulatory Commission, Atomic Safety and Licensing 
Board Panel (N1-431-00-16, 44 items, 34 temporary items). Electronic 
records in the Commission's Agency-wide Document Access and Management 
System (ADAMS) accumulated by the Atomic Safety and Licensing Board 
Panel (ASLBP), including electronic copies of records created using 
office automation tools and of records used to create ADAMS portable 
document format files. Proposed for disposal are electronic 
recordkeeping copies of such records as advisory screening committee 
consultant personnel files, records of committees and conferences for 
which NRC is not the sponsor, subject files accumulated below the 
office director level, routine correspondence files, monthly status 
reports to Commissioners, power reactor license docket files, and 
transcripts of ASLBP hearings. Paper copies of these records were 
previously approved for disposal. Series proposed for permanent 
retention include electronic recordkeeping copies of records related to 
committees and conferences for which NRC is the sponsor, subject files 
accumulated at the office director level, memoranda to panel board 
members, technical memos, and regulatory history files for proposed and 
final rulemaking.
    22. Nuclear Regulatory Commission, Office of the Chief Information 
Officer (N1-431-00-17, 67 items, 51 temporary items). Electronic 
records in the Commission's Agency-wide Document Access and Management 
System (ADAMS) accumulated by the Chief Information Officer, including 
electronic copies of records created using office automation tools and 
of records used to create ADAMS portable document format files. Record 
materials associated with ADAMS legacy libraries in all media are 
proposed for disposal as are duplicate reference files of the Public 
Document Room, ADAMS Publicly Available Records System (PARS) Library 
records, and records associated with the Nuclear Documents System 
(NUDOCS). Electronic recordkeeping copies of annual reports to the 
Attorney General on the Freedom of Information Act are proposed for 
disposal as are paper copies of these records that pre-date ADAMS. 
Other files proposed for disposal include records of committees and 
conferences for which NRC is not the sponsor, working papers and 
background materials associated with forms files, subject files 
accumulated below the office director level, routine correspondence 
files, the electronic final copies of graphic art products, half-tone 
negatives and camera-ready copy, and publication working papers. Paper 
copies of these records were previously approved for disposal. Series 
proposed for permanent retention include electronic recordkeeping 
copies of records related to committees and conferences for which NRC 
is the sponsor, subject files accumulated at the office director level, 
posters distributed agency-wide or to the public, copies of all 
publications, and regulatory history files. This schedule also proposes 
minor changes in the disposition instructions for paper copies of 
committee and conference records, which were previously scheduled.
    23. Nuclear Regulatory Commission, Office of General Counsel (N1-
431-00-18, 71 items, 59 temporary items). Electronic records in the 
Commission's Agency-wide Document Access and Management System (ADAMS) 
accumulated by the General Counsel, including electronic copies of 
records created using office automation tools and of records used to 
create ADAMS portable document format files. Records proposed for 
disposal include electronic recordkeeping copies of records related to 
committees and conferences for which NRC is not the sponsor, subject 
files accumulated below the office director level, routine 
correspondence files, licensing docket formal hearing files, and patent 
and technical data files. Paper copies of these records were previously 
approved for disposal. Paper copies of conflict of interest files and 
personal opinion files are also proposed for disposal. Series proposed 
for permanent retention include electronic recordkeeping copies of 
Commission memorandum files, records of committees and conferences for 
which NRC is the sponsor, subject files accumulated at the office 
director level, legislative files, litigation case files, and 
regulatory history files.
    24. Nuclear Regulatory Commission, Office of Nuclear Regulatory 
Research (N1-431-00-19, 99 items, 67 temporary items). Electronic 
records in the Commission's Agency-wide Document Access and Management 
System (ADAMS) accumulated by the Office of Nuclear Regulatory and 
Research, including electronic copies of records created using office 
automation tools and of records used to create ADAMS portable document 
format files. Records proposed for disposal include electronic 
recordkeeping copies of records related to committees and conferences 
for which NRC is not the sponsor, subject files accumulated below the 
office director level, routine correspondence files, grants case files, 
unsuccessful grant applications, grant administrative files, nuclear 
safety standards program files accumulated in connection with the 
development of standards and guides, personnel monitoring reports and 
overexposure reports that have been entered into the Radiation Exposure 
Information System (REIRS), rejected research project proposals, 
research program files at and below the division level, and all other 
research project case files not identified as permanent. Paper copies 
of these records were previously approved for disposal. Series proposed 
for permanent retention include electronic recordkeeping copies of 
records related to abnormal occurrence case files, case study report 
files, formal arrangement and agreement files, program correspondence 
files

[[Page 12035]]

accumulated at the office director level, final products related to 
grants files, nuclear safety standards and guides, personnel monitoring 
reports and overexposure reports not placed on REIRS, REIRS system 
programming and documentation, regulatory history files for proposed 
and final rulemaking, research program files accumulated at the office 
director level, scientific and technical reports, and research project 
case files deemed by NRC or NARA to have exceptional value.
    25. Tennessee Valley Authority, Engineering Services (N1-142-98-2, 
10 items, 6 temporary items). Correspondence files documenting routine 
administrative functions such as budget and finance, equipment and 
supplies, training and staff development, and warehousing. Included are 
electronic copies of documents created using electronic mail and word 
processing. Correspondence files documenting substantive program policy 
and planning matters are proposed for permanent retention. These 
include files on organization and management and systems engineering.
    26. Tennessee Valley Authority, Fossil and Hydro Power (N1-142-98-
8, 2 items, 2 temporary items). General procedures for plant 
operations, including maintenance, safety, environmental, and 
administrative requirements, and similar procedures specific to 
individual agency sites. This schedule provides for the disposal of 
both paper copies of these records as well as electronic copies 
maintained in an agency-wide document management system.
    27. Tennessee Valley Authority, Water Management (N1-142-97-16, 17 
items, 17 temporary items). Environmental chemistry laboratory 
procedures and analysis records relating to the testing of water 
samples. Included are files on standardized procedures, laboratory 
notebooks, raw data analyses, reports to clients, and electronic 
systems and related files used to record the results of tests and 
monitor instruments and equipment.

    Dated: March 1, 2000.
Michael J. Kurtz,
Assistant Archivist for Record Services--Washington, DC.
[FR Doc. 00-5484 Filed 3-6-00; 8:45 am]
BILLING CODE 7515-01-P