[Federal Register Volume 66, Number 143 (Wednesday, July 25, 2001)]
[Notices]
[Pages 38750-38752]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 01-18523]


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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 
September 10, 2001. 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 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'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 them 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

[[Page 38751]]

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 the Army, Fitzsimons Army Medical Center (N1-AU-
00-2, 5 items, 5 temporary items). Master file, inputs, and outputs of 
the Fitzsimons Hospital Information System, an electronic information 
system pertaining to in-patient and out-patient medical treatment of 
military and civilian personnel. Also included are associated 
electronic indexes. Data in the system includes patient's name, social 
security number, reason for admission, laboratory reports, 
prescriptions, and discharge information. Microfiche outputs and 
indexes are proposed for a 50 year retention period.
    2. Department of the Army, Agency-wide (N1-AU-00-22, 3 items, 2 
temporary items). Inputs and backup materials relating to quarterly 
reports submitted by Army to the Defense Department concerning the 
propriety of intelligence activities, including electronic copies of 
documents created using electronic mail and word processing. 
Recordkeeping copies of the consolidated report Army submits are 
proposed for permanent retention.
    3. Department of the Army, U.S. Army Europe (N1-AU-01-16, 2 items, 
2 temporary items). Master file and outputs of the Vehicle Registry 
Inquiry Network, an electronic information system used to maintain 
accountability of service members' privately owned vehicles and 
firearms. The system includes such information as vehicle 
identification data, firearm registrations, and data concerning the 
service member, including name, rank, social security number, date of 
birth, unit assignment, and traffic offenses.
    4. Department of the Army, Agency-wide (N1-AU-01-25, 11 items, 11 
temporary items). Records relating to radiation safety, including 
training materials, radiation inspection files, radiation incident 
cases, material licensing records, operating logs, and decommissioning 
records. Also included are electronic copies of documents created using 
electronic mail and word processing. Most of the series included in 
this schedule were previously approved for disposal and are proposed 
for a longer retention period. Among these records are radiation 
operating logs, licensing files, radiation source accounting files, and 
radiation incident cases, which will be retained for 75 years.
    5. Department of the Army, Agency-wide (N1-AU-01-28, 2 items, 2 
temporary items). Files pertaining to complaints and investigations of 
non-government owned off-post housing. Included are such records as 
complaints from military personnel and owners or operators of housing 
facilities, investigative data, and electronic copies of documents 
created using electronic mail and word processing.
    6. Department of Commerce, National Oceanic and Atmospheric 
Administration (N1-370-00-6, 10 items, 6 temporary items). Records 
related to aeronautical surveying and charting of airports and the 
configurations of coastlines of the United States, including digital 
distribution copies of aerial film, survey field files and charts for 
aeronautical surveys, survey project files for photogrammetric coastal 
surveys, and scanned images of photogrammetric descriptive reports. 
Also included are electronic copies of records created using electronic 
mail and word processing. Proposed for permanent retention are 
recordkeeping copies of original aerial film negatives and related 
finding aids, airport obstruction charts and data sheets, and 
photogrammetric descriptive reports.
    7. Department of Commerce, U.S. Patent and Trademark Office (N1-
241-01-3, 4 items, 3 temporary items). Records of public advisory 
committees consisting of working files, which include forms and records 
relating to administrative matters, and electronic copies of documents 
created using electronic mail and word processing. Proposed for 
permanent retention are recordkeeping copies of records relating to 
meetings, official speeches, final reports, and other files relating to 
the accomplishments of advisory committees.
    8. Department of Commerce, U.S. Patent and Trademark Office (N1-
241-01-4, 6 items, 6 temporary items). Electronic input data, paper 
reports, electronic outputs, master data files, and backup files 
associated with the Electronic Filing System. This system is used to 
submit utility patent applications, biosequence listings, and pre-grant 
publication resubmissions. Paper copies of outputs are filed in patent 
case files and were previously approved for permanent retention.
    9. Department of Defense, Office of the Inspector General (N1-509-
00-7, 28 items, 23 temporary items). Records relating to internal 
audits, audit follow-up, and routine audit and audit oversight 
projects. Also included are electronic copies of records created using 
electronic mail and word processing. Proposed for permanent retention 
are recordkeeping copies of files relating to audit planning, policies 
and procedures, and significant audit oversight projects. Recordkeeping 
copies of files relating to significant audits were previously approved 
for permanent retention.
    10. Department of Defense, Defense Threat Reduction Agency (N1-374-
01-1, 14 items, 8 temporary items). Records relating to treaty-related 
inspection activities, including weekly inspection reports of 
continuous monitoring sites, operations center logs of activities, 
copies of intelligence reports received from other agencies, 
notifications of impending inspections, equipment monitoring and 
certification files, and support facilities compliance plans. Also 
included are electronic copies of documents created using electronic 
mail and word processing. Recordkeeping copies of files relating to 
site inspections, continuous monitoring operations, and observation 
missions are proposed for permanent retention.
    11. Department of Defense, Defense Threat Reduction Agency (N1-374-
01-2, 6 items, 2 temporary items). Chemical and biological project 
oversight case files, including electronic copies of documents created 
using electronic mail and word processing. Records document the 
agency's role in overseeing chemical-biological defense activities 
carried out by the military services. Proposed for permanent retention 
are records relating to chemical and biological counter-terrorism 
activities.
    12. Department of the Navy, Agency-wide (N1-NU-01-3, 19 items, 19 
temporary items). Records relating to security matters accumulated at 
the operating level. Records relate to such matters as access to 
classified and

[[Page 38752]]

unclassified records, the use of security containers, classified 
document receipt and destruction, courier authorizations, security 
directives management, and security surveys and inspections. Also 
included are electronic copies of records created using electronic mail 
and word processing. Most of the items in this schedule were previously 
approved for disposal and are proposed for an increased retention 
period. Records relating to overall security policies and procedures 
accumulated by higher echelon agency offices were previously approved 
for permanent retention.
    13. Department of the Navy, Agency-wide (N1-NU-01-4, 9 items, 9 
temporary items). General administration and management records 
relating to waivers and exceptions, additional duty designations, and 
agreements made by agency components covering payroll, logistical, and 
other support services. Also included are electronic copies of records 
created using electronic mail and word processing.
    14. Department of the Navy, Agency-wide (N1-NU-01-5, 3 items, 3 
temporary items). Espionage hotline records. Included are 
correspondence, preliminary inquiries, sound recordings, and memoranda 
of telephone conversations relating to information received by the 
Naval Criminal Investigative Service espionage hotline but not 
warranting referral. Also included are electronic copies of records 
created using electronic mail and word processing. Hotline records 
warranting referral are filed with counterintelligence investigations 
and reports case files that were previously scheduled for long-term 
retention in the case of files lacking historical value and permanent 
retention in the case of files of historical significance.
    15. Department of State, Bureau of European Affairs (N1-59-01-14, 
11 items, 6 temporary items). Records of the Office of the Special 
Representative of the President and the Secretary of State for 
Holocaust Issues, including files covering such administrative topics 
as arrangements for security and translator services, extra copies of 
briefing books and publications, and electronic copies of documents 
created using electronic mail and word processing. Proposed for 
permanent retention are recordkeeping copies of all reports and 
publications produced by the office as well as policy files.
    16. Department of State, Bureau of Finance and Management Policy 
(N1-59-01-8, 41 items, 41 temporary items). Records accumulated by the 
Office of International Cooperative Administrative Support (ICASS) 
relating to sharing common administrative support costs overseas. Files 
relate to such matters as budgeting, briefings, invoices, allotments, 
vehicle waiver requests, awards, training, and software development. 
Also included are subject files of the ICASS Director and Deputy 
Director, handbooks containing policies and procedures, files of the 
ICASS Executive Board and the ICASS Working Group, and a database that 
is used for billing participating agencies for services. Also included 
are electronic copies of documents created using electronic mail and 
word processing.
    17. Federal Emergency Management Agency, Office of Congressional 
and Legislative Affairs (N1-311-01-1, 2 items, 1 temporary item). 
Electronic copies of documents created using electronic mail and word 
processing that relate to bills pertaining to the agency's enabling 
legislation. Recordkeeping copies of these files are proposed for 
permanent retention.
    18. Federal Retirement Thrift Investment Board, Office of Benefits 
and Investments (N1-474-00-6, 4 items, 4 temporary items). Files 
pertaining to Thrift Savings Plan management reports, including working 
papers, background materials, reports, and electronic copies created 
using word processing, electronic mail, data bases, and spreadsheet 
applications. Recordkeeping copies of these reports were previously 
approved for permanent retention.
    19. National Archives and Records Administration (N1-GRS-01-1, 21 
items, 21 temporary items). Addition to the General Records Schedules 
(GRS) for records accumulated by Federal agencies relating to ethics 
programs. Included are such files as ethics agreements, referrals and 
notifications of violations of criminal conflict of interest statutes, 
records relating to program reviews, questionnaires completed by 
agencies concerning their ethics programs, and ethics training and 
education records. Also included are electronic copies of records 
created using electronic mail and word processing. This schedule also 
proposes changes in the descriptions and disposition instructions for 
several series previously approved for disposal in the GRS that relate 
to the development and implementation of ethics regulations, financial 
disclosure reporting, and non-federally funded travel.
    20. Office of Personnel Management, Office of the Chief Information 
Officer (N1-478-01-1, 4 items, 3 temporary items). Electronic and hard 
copy schedules of daily activities for high level and senior officials. 
Recordkeeping copies of schedules for the Director and Deputy Director 
are proposed for permanent retention.
    21. Peace Corps, Information Resources Management (N1-490-01-1, 4 
items, 4 temporary items). Records of the Year 2000 (Y2K) Working 
Group, including planning and policy records, country reports, and 
chronological files. Also included are electronic copies of documents 
created using electronic mail and word processing.
    22. United States Census Monitoring Board, Presidential Members 
(N1-220-01-4, 20 items, 10 temporary items). Records of the 
Presidential members of the Board, including such records as video and 
audio recordings which have been transcribed, photographs of routine 
social events, working papers and research materials, copies of Bureau 
of the Census advertising and promotion files, public comments, and 
records related to the Board's web site. Also included are electronic 
copies of records created using electronic mail and word processing. 
Proposed for permanent retention are recordkeeping copies of such 
materials as meeting and testimony files, biographies and photographs, 
briefing books, correspondence files, legal opinions and decision 
memoranda, policy correspondence, strategy files, official reports, 
press releases, and a web site snapshot.
    23. United States Census Monitoring Board, Congressional Members 
(N1-220-01-5, 21 items, 10 temporary items). Records of the 
Congressional members of the Board, including such records as video and 
audio recordings which have been transcribed, photographs of routine 
social events, working papers and research materials, copies of Bureau 
of the Census advertising and promotion files, public comments, and 
records related to the Board's web site. Also included are electronic 
copies of records created using electronic mail and word processing. 
Proposed for permanent retention are recordkeeping copies of such 
materials as meeting and testimony files, biographies and photographs, 
briefing books, correspondence files, legal opinions and decision 
memoranda, policy correspondence, strategy files, official reports, 
press releases, and a web site snapshot.

    Dated: July 16, 2001.
Michael J. Kurtz,
Assistant Archivist for Record Services--Washington, DC.
[FR Doc. 01-18523 Filed 7-24-01; 8:45 am]
BILLING CODE 7515-01-U