[Federal Register Volume 84, Number 244 (Thursday, December 19, 2019)]
[Notices]
[Pages 69781-69783]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2019-27326]


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NATIONAL ARCHIVES AND RECORDS ADMINISTRATION

[NARA-2020-009]


Records Management; General Records Schedule (GRS); GRS 
Transmittal 30

AGENCY: National Archives and Records Administration (NARA).

ACTION: Notice of new General Records Schedule (GRS) Transmittal 30.

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SUMMARY: NARA is issuing revisions to the General Records Schedule 
(GRS). The GRS provides mandatory disposition instructions for 
administrative records common to several or all Federal agencies. 
Transmittal 30 includes only changes we have made to the GRS since we 
published Transmittal 29 in December 2017. Additional GRS schedules 
remain in effect that we are not issuing via this transmittal.

DATES: This transmittal is applicable December 19, 2019.

ADDRESSES: You can find all GRS schedules, crosswalks, and FAQs at 
http://www.archives.gov/records-mgmt/grs.html (in Word, PDF, and CSV 
formats). You can download the complete current GRS, in PDF format, 
from the same location.

FOR FURTHER INFORMATION CONTACT: For more information about this notice 
or to obtain paper copies of the GRS, contact Kimberly Keravuori, 
Regulatory and External Policy Program Manager, by email at 
[email protected] or by telephone at 301.837.3151.
    Writing and maintaining the GRS is the GRS Team's responsibility. 
This team is part of Records Management Services in the National 
Records

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Management Program, Office of the Chief Records Officer at NARA. You 
may contact NARA's GRS Team 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. You 
may access a list of the appraisal and scheduling work group and 
regional contacts on our website at http://www.archives.gov/records-mgmt/appraisal/index.html.

SUPPLEMENTARY INFORMATION: GRS Transmittal 30 announces changes to the 
General Records Schedules (GRS) made since we published GRS Transmittal 
29 in December 2017. The GRS provide mandatory disposition instructions 
for records common to several or all Federal agencies. Transmittal 30 
includes additions and revisions to eight previously issued schedules. 
We are no longer issuing crosswalks and FAQs as part of the 
transmittal. You can find all schedules (in Word and PDF formats), a 
master crosswalk, FAQs for all schedules, and FAQs about the whole GRS 
at http://www.archives.gov/records-mgmt/grs.html. At the same location, 
you can also find the entire GRS (just schedules--no crosswalks or 
FAQs) in a single document you can download.

1. What changes does this transmittal make to the GRS?

    GRS Transmittal 30 publishes new items in six schedules:


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GRS 1.1 Financial Management and    DAA-GRS-2018-0003
 Reporting Records.
GRS 2.1 Employee Acquisition        DAA-GRS-2018-0008
 Records.
GRS 2.3 Employee Relations Records  DAA-GRS-2018-0002
GRS 2.4 Employee Compensation and   DAA-GRS-2018-0001 and DAA-GRS-2019-
 Benefits Records                    0004
GRS 4.1 Records Management Records  DAA-GRS-2019-0003
GRS 4.2 Information Access and      DAA-GRS-2019-0001
 Protection Records.
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    This transmittal also publishes updates to previously approved 
items in two schedules:

------------------------------------------------------------------------
 
------------------------------------------------------------------------
GRS 1.3 Budgeting Records.........  DAA-GRS-2015-0006
GRS 5.7 Agency Accountability       DAA-GRS-2017-0008
 Records.
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    We discuss these new and altered items in the questions below.

2. What changes did we make to GRS 1.1?

    We added items 090 and 100 to cover purchase and travel credit card 
applications/approval, and Small and Disadvantaged Business Utilization 
records. We removed Item 013, Data submitted to the Federal Procurement 
Data System (FPDS), because these records no longer exist as a discrete 
body. Agencies now enter data directly into FPDS.

3. What changes did we make to GRS 1.3?

    We added one bullet--carryover requests--to item 020, Budget 
execution records.

4. What changes did we make to GRS 2.1?

    We added items 170, 171, and 180 to cover adverse impact files and 
recruitment records.

5. What changes did we make to GRS 2.3?

    We totally revised this schedule to merge similar items, reducing 
what was previously 23 items to 13. We also added new items 080 and 100 
to cover Merit Systems Protection Board and Federal Labor Relations 
Authority case files.

6. What changes did we make to GRS 2.4?

    We altered the disposition instruction for item 010 to replace the 
previous event-driven retention period with a uniform retention period 
of 3 years from creation. We altered the disposition instruction for 
item 030 to remove authorization to destroy records after GAO audit 
(agencies must retain the records for 3 years regardless of GAO audit). 
We added item 035 for records documenting overtime work during phased 
retirement.

7. What changes did we make to GRS 4.1?

    We added item 050 to cover validation records for digitizing 
temporary records.

8. What changes did we make to GRS 4.2?

    We removed from item 001's description the bullet for ``control and 
accounting for classified documents,'' as this clause duplicated this 
schedule's item 030. We removed from item 030 a bullet for ``records 
documenting receipt, internal routing, dispatch, and destruction of 
unclassified records'' since such records no longer exist. We moved 
records documenting control of classified and controlled unclassified 
records from item 040 to item 030. We added item 065 to cover privacy 
complaint files, and items 190 through 195 to cover records of managing 
a Controlled Unclassified Information (CUI) program.

9. What changes did we make to GRS 5.7?

    We made two edits to item 050, Mandatory reports to external 
Federal entities regarding administrative matters. We replaced the 
bullet ``Information Collection Budget'' with ``information collection 
clearances.'' The White House produces the Information Collection 
Budget. This item schedules agency input into that document. We also 
added three bullets to this same item: EEOC reports, analysis and 
action plans and other reports required by EEOC's MD 715, and No FEAR 
Act reports. These records were previously covered in former GRS 2.3, 
item 035, Equal Employment Opportunity reports and employment 
statistics files. With the revisions to GRS 2.3 (see question 6), we 
incorporated these mandatory reports into the GRS item designed to 
cover a variety of reports.

10. How do agencies cite GRS items?

    When you send records to an FRC for storage, you should cite the 
records' legal authority--the ``DAA'' number--in the ``Disposition 
Authority'' column of the table. Please also include schedule

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and item number. For example, ``DAA-GRS-2017-0007-0008 (GRS 2.2, item 
070).''

11. Do agencies have to take any action to implement these GRS changes?

    NARA regulations (36 CFR 1226.12(a)) require agencies to 
disseminate GRS changes within six months of receipt.
    Per 36 CFR 1227.12(a)(1), you must follow GRS dispositions that 
state they must be followed without exception.
    Per 36 CFR 1227.12(a)(3), if you have an existing schedule that 
differs from a new GRS item that does not require being followed 
without exception, and you wish to continue using your agency-specific 
authority rather than the GRS authority, you must notify NARA within 
120 days of the date of this transmittal.
    If you do not have an already existing agency-specific authority 
but wish to apply a retention period that differs from that specified 
in the GRS, you must submit a records schedule to NARA for approval via 
the Electronic Records Archives.

David S. Ferriero,
Archivist of the United States.
[FR Doc. 2019-27326 Filed 12-18-19; 8:45 am]
 BILLING CODE 7515-01-P