[Federal Register Volume 65, Number 65 (Tuesday, April 4, 2000)]
[Notices]
[Pages 17680-17681]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 00-8254]


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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 (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.
    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. The agencies identified in this 
notice have submitted schedules pursuant to NARA Bulletin 99-04 to 
obtain separate disposition authority 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 May 
19, 2000. 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

[[Page 17681]]

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. 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.
    On March 25, 1999, the Archivist issued NARA Bulletin 99-04, which 
told 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. On December 27, 1999, the Archivist issued NARA 
Bulletin 2000-02, which suspended Bulletin 99-04 pending NARA's 
completion in FY 2001 of an overall review of scheduling and appraisal. 
On completion of this review, which will address all records, including 
electronic copies, NARA will determine whether Bulletin 99-04 should be 
revised or replaced with an alternative scheduling procedure. However, 
NARA will accept and process schedules for electronic copies prepared 
in accordance with Bulletin 99-04 that are submitted after December 27, 
1999, as well as schedules that were submitted prior to this date.
    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. Department of Defense, Defense Contract Audit Agency (N9-372-00-
1, 158 items, 158 temporary items). Electronic copies of documents 
created using word processing and electronic mail that pertain to 
agency programs and operations. Electronic copies relate to such 
subjects as planning, inspections and investigations, legal matters, 
relations with the White House and Congress, committee management, 
historical activities, training, audit policies, and audit 
administration. This schedule follows Model 2 as described in the 
SUPPLEMENTARY INFORMATION section of this notice. It also authorizes 
the agency to apply to any recordkeeping medium the disposition 
instructions for series that were previously approved for disposal in 
paper form. Paper copies of the records covered by this schedule are 
included in Disposition Job Nos. NC-372-75-1, N1-372-89-1, N1-372-90-1, 
N1-372-90-2, N1-372-93-1, N1-372-94-1, N1-372-94-2, N1-372-94-3, N1-
372-95-1, N1-372-95-3, N1-372-96-1, and N1-372-99-1.
    2. Department of Defense, Defense Logistics Agency (N9-361-00-2, 
180 items, 180 temporary items). Electronic copies of documents created 
using electronic mail and word processing that relate to agency 
programs and activities. Included are electronic copies of records 
relating to command functions, staff support, planning and resource 
management, telecommunications and information systems, personnel, 
finance, installation services, defense reutilization and marketing, 
technical operations, logistics services, quality assurance, 
contracting, program and technical support, supply and distribution, 
industrial plant equipment, the defense national stockpile, 
manufacturing, and alternative fuels. This schedule follows Model 2 as 
described in the SUPPLEMENTARY INFORMATION section of this notice. 
Recordkeeping copies of these files are included in Defense Logistics 
Agency Instruction 5015.1.

    Dated: March 23, 2000.
Michael J. Kurtz,
Assistant Archivist for Record Services--Washington, DC.
[FR Doc. 00-8254 Filed 4-3-00; 8:45 am]
BILLING CODE 7515-01-P