[Federal Register Volume 80, Number 179 (Wednesday, September 16, 2015)]
[Notices]
[Pages 55648-55649]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2015-23245]


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NATIONAL ARCHIVES AND RECORDS ADMINISTRATION

[NARA-2015-062]


Records Management; General Records Schedule (GRS); GRS 
Transmittal 25; Email Managed Under a Capstone Approach

AGENCY: National Archives and Records Administration (NARA)

ACTION: Notice of new General Records Schedule (GRS) Transmittal 25

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SUMMARY: NARA is issuing a new General Records Schedule (GRS) via GRS 
Transmittal 25. The GRS provides agencies with mandatory disposition 
instructions for administrative records common to several or all 
Federal agencies. Transmittal 25 announces changes we have made to the 
GRS since we published Transmittal 24 in August 2015. We are 
concurrently disseminating Transmittal 25 (the memo and the 
accompanying records schedule and FAQ document) directly to each 
agency's records management official and have posted it on NARA's Web 
site.

DATES: This transmittal is effective the date it publishes in the 
Federal Register.

ADDRESSES: You can find this transmittal on NARA's Web site at http://
www.archives.gov/records-mgmt/grs/. You can download the complete 
current GRS, in PDF format, from NARA's Web site at http://www.archives.gov/records-mgmt/grs.html (however, please remember in 
this case to download both Transmittal 24 and 25 if you want the 
complete GRS).

FOR FURTHER INFORMATION CONTACT: For more information about this notice 
or to obtain paper copies of the GRS, contact Kimberly Keravuori, 
External Policy Program Manager, at [email protected], or by 
telephone at 301.837.3151.
    You may contact NARA's GRS Team (within Records Management Services 
in the National Records Management Program, Office of the Chief Records 
Officer) with general questions about the GRS at [email protected].
    Your agency's records officer may contact the NARA appraiser or 
records analyst with whom your agency normally works for support in 
carrying out this transmittal and the revised portions of the GRS. We 
have posted a list of the appraisal and scheduling work group and 
regional contacts on our Web site at http://www.archives.gov/records-mgmt/appraisal/index.html.

SUPPLEMENTARY INFORMATION: 

What is GRS Transmittal 25?

    GRS Transmittal 25 is the issuing memo for newly-revised portions 
of the General Records Schedule (GRS). We are completely rewriting the 
GRS over the course of a five-year project. We published the master 
plan for that project in 2013 under records management memo AC 02.2013 
(http://www.archives.gov/records-mgmt/memos/ac02-2013.html). We have 
changed some details in the plan, but its major outlines remain solid. 
Transmittal 23 was the first installment of the new GRS; Transmittal 24 
was the second. GRS Transmittal 25 issues additions to the GRS that we 
have made since we published GRS Transmittal 24 in August 2015. 
However, schedules published in GRS Transmittal 24 are still active.

What does Transmittal 25 contain and how do I use it?

    GRS Transmittal 25 contains one new schedule: GRS 6.1, Email 
Managed under a Capstone Approach, and an accompanying frequently-
asked-questions (FAQ) document. Transmittal 25 does not supersede GRS 
Transmittal 24; you should use it in concert with Transmittal 24, which 
publishes all other GRSs.

Why does this transmittal not republish all previously approved GRS 
schedules as have previous transmittals?

    We issued Transmittal 24 just a few weeks ago, on August 18, 2015. 
Because that transmittal superseded a considerable number of old GRS 
items, we permitted agencies six months in which to take certain 
actions required to update their manuals. Transmittal 24 needs to 
remain a separate publication until that six months has elapsed so that 
agencies can be clear on the responsibilities arising from that 
document. We will incorporate the new schedule from Transmittal 25, 
along with the schedules contained in

[[Page 55649]]

Transmittal 24, into the next transmittal for a complete set as usual.

What GRS items does Transmittal 25 rescind?

    None. Transmittal 25 covers records never before scheduled by the 
GRS.

How do I cite new GRS items?

    When you send records to a Federal Records Center for storage, you 
should cite the records' legal authority--the ``DAA'' number--in the 
``Disposition Authority'' column of the table. For other references, 
use the schedule and item number. For example, cite ``DAA-GRS-2014-
0001-0001 (GRS 6.1, item 010).''

Do I have to take any action to implement these GRS changes?

    If your agency has chosen to use the Capstone approach to managing 
email, you may use GRS 6.1 provided your agency submits NA-1005 for 
NARA review. An agency may not implement GRS 6.1 until NARA reviews and 
approves the agency's NA-1005 submission. Submit form NA-1005 to 
[email protected].
    NARA regulations (36 CFR 1226.12(a)) require agencies to 
disseminate GRS changes within six months of receipt.
    If you do not have an already existing agency-specific disposition 
authority but wish to apply a retention period that differs from that 
specified in the GRS, you must create a records schedule in the 
Electronic Records Archives and submit it to NARA for approval.

    Dated: September 10, 2015.
David S. Ferriero,
Archivist of the United States.
[FR Doc. 2015-23245 Filed 9-15-15; 8:45 am]
 BILLING CODE 7515-01-P