[Federal Register Volume 88, Number 7 (Wednesday, January 11, 2023)]
[Notices]
[Pages 1610-1611]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2023-00379]


=======================================================================
-----------------------------------------------------------------------

NATIONAL ARCHIVES AND RECORDS ADMINISTRATION

[NARA-2023-013]


Records Management; General Records Schedule (GRS); GRS 
Transmittal 33

AGENCY: National Archives and Records Administration (NARA).

ACTION: Notice of new General Records Schedule (GRS) Transmittal 33.

-----------------------------------------------------------------------

SUMMARY: NARA is issuing revisions to the General Records Schedule 
(GRS). The GRS provides mandatory disposition instructions for records 
common to several or all Federal agencies. Transmittal 33 includes only 
changes we have made to the GRS since we published Transmittal 32 in 
March 2022. Additional GRS schedules remain in effect that we are not 
issuing via this transmittal.

DATES: This transmittal is effective January 11, 2023.

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 Richardson, 
Strategy and Performance Division, by email at 
[email protected] or by telephone at 301-837-2902. Writing 
and maintaining the GRS is the GRS Team's responsibility. This team is 
part of Records Management Services in the National Records 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 33 announces changes to the 
General Records Schedules (GRS) made since NARA published GRS 
Transmittal 32 in March 2022. The GRS provide mandatory disposition 
instructions for records common to several or all Federal agencies per 
44 U.S.C. 3303a(d).
    Transmittal 33 includes alterations to three previously published 
schedules. This transmittal publishes only those schedules which have 
changed since they were last published in a transmittal. Other 
schedules not published in this transmittal remain current and 
authoritative. 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.

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

    GRS Transmittal 33 publishes updates to:

GRS 2.3--Employee Relations Records (see question 3 below)
GRS 3.2--Information Systems Security Records (see question 4 below)

[[Page 1611]]

GRS 6.1--Email and Other Electronic Messages Managed Under a Capstone 
Approach (see question 5 below)

2. What changes did we make to GRS 2.3, Employee Relations Records?

    We updated items 010 and 020 to incorporate records related to 
religious accommodations. Previously, these items only covered records 
related to reasonable accommodations.

3. What changes did we make to GRS 3.2, Information Systems Security 
Records?

    We added items 035 and 036 for cybersecurity logging records to 
support record retention requirements established in OMB Memo M-21-31, 
Improving the Federal Government's Investigative and Remediation 
Capabilities Related to Cybersecurity Incidents.

4. What changes did we make to GRS 6.1, Email and Other Electronic 
Messages Managed Under a Capstone Approach?

    This update expands the scope of GRS 6.1 beyond email to certain 
electronic messages, as reflected in the title change: ``Email and 
Other Electronic Messages Managed under a Capstone Approach.''
    Agencies will now have the option of applying the GRS 6.1 Capstone 
approach to:
     electronic messages affiliated with email system chat or 
messaging functions, where the messages are managed independently from 
the email;
     messages from messaging services provided on mobile 
devices; and
     messages from messaging services on third[hyphen]party 
applications.
    Agencies still must submit NARA Form NA-1005, Verification for the 
Use of GRS 6.1, Email and Other Electronic Messages Managed Under a 
Capstone Approach, for approval to use GRS 6.1.

5. How do agencies cite GRS items?

    When citing the legal disposition authority for records covered by 
the GRS on NARA documents, either when transferring records to Federal 
Records Centers for storage, to NARA for accessioning, or when 
requesting GRS deviations on record schedules, use the ``DAA'' number 
in the ``Disposition Authority'' column of the table. For example, 
``DAA-GRS-2017-0007-0008'' rather than ``GRS 2.2, item 070.'' A GRS 
Disposition Authority Look-Up Table is available on our website at 
https://www.archives.gov/records-mgmt/grs.html.

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

    If your agency chooses to use the Capstone approach to managing 
email and other electronic messages (GRS 6.1), your agency must first 
submit the form NA-1005, Verification for the Use of GRS 6.1, for NARA 
review and approval. An agency may not implement GRS 6.1 until NARA 
approves the form. Your agency may already have an approved form NA-
1005; agencies are, however, required to resubmit form NA-1005 every 
four years per NARA Bulletin 2022-02, Resubmission of Capstone Forms. 
Forms are to be submitted to [email protected].
    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. Please send these 
notifications to [email protected].
    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.

7. How can an agency get copies of the new GRS?

    You can download the complete current GRS, in PDF format, from 
NARA's website at http://www.archives.gov/records-mgmt/grs.html.

8. Whom should an agency contact for further information?

    Please contact [email protected] with any questions related to this 
transmittal.

Debra Steidel Wall,
Acting Archivist of the United States.
[FR Doc. 2023-00379 Filed 1-10-23; 8:45 am]
BILLING CODE 7515-01-P