[Federal Register Volume 88, Number 120 (Friday, June 23, 2023)]
[Notices]
[Pages 41130-41131]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2023-13369]


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NATIONAL ARCHIVES AND RECORDS ADMINISTRATION

[NARA-2023-030]


Records Management; General Records Schedule (GRS); GRS 
Transmittal 34

AGENCY: National Archives and Records Administration (NARA).

ACTION: Notice of new General Records Schedule (GRS) Transmittal 34.

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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 34 includes only 
changes we have made to the GRS since we published Transmittal 33 in 
January 2023. Additional GRS schedules remain in effect that we are not 
issuing via this transmittal.

DATES: This transmittal is effective June 23, 2023.

ADDRESSES: You can find all GRS schedules 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 Eddie Germino, Regulatory 
and External Policy Program Manager, by email at 
[email protected] or by telephone at 301.837.3758. Writing 
and maintaining the GRS is the GRS Team's responsibility. This team is 
part of Records Management Operations in the 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 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 appraisal and scheduling contacts on our website at http://www.archives.gov/records-mgmt/appraisal/index.html.

SUPPLEMENTARY INFORMATION: GRS Transmittal 34 announces changes to the 
General Records Schedules (GRS) made since NARA published GRS 
Transmittal 33 in January 2023. The GRS provide mandatory disposition 
instructions for records common to several or all Federal agencies.
    Transmittal 34 includes one new schedule and alterations to four 
previously published schedules. As with the past few transmittals, this 
transmittal publishes only those schedules that are new or 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), general GRS FAQs, and 
schedule specific FAQs at http://www.archives.gov/records-mgmt/grs.html.

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

    GRS Transmittal 34 one new schedule:

GRS 4.5 Digitizing Records DAA-GRS-2022-0010

    This transmittal also publishes four updates:

GRS 4.1 Records Management Records (see question 3 below)
GRS 4.2 Information Access and Protection Records (see question 4 
below)
GRS 5.2 Transitory and Intermediary Records (see question 5 below)
GRS 5.4 Facility, Equipment, Vehicle, Property, and Supply Records (see 
question 6 below)

2. What changes did we make to GRS 4.1, Records Management Records?

    We marked item 050, Validation records for digitized temporary 
records, as superseded. These records are now scheduled by GRS 4.5, 
item 010 (DAA-GRS-2022-0010-0001).

3. What changes did we make to GRS 4.2, Information Access and 
Protection Records?

    We marked items 010, General information request files, and 130, 
Personally identifiable information extracts, as superseded. These 
records are now scheduled by GRS 5.2, item 010 (DAA-GRS-2022-0009-
0001).

[[Page 41131]]

4. What changes did we make to GRS 5.2, Transitory and Intermediary 
Records?

    We revised this schedule to remove references to source records 
that have been digitized. These source records are now scheduled by GRS 
4.5, item 010 (DAA-GRS-2022-0010-0001).
    Additionally, the item descriptions have been revised to remove 
specific examples of record types covered by each item. The examples 
will be provided in GRS 5.2 Frequently Asked Questions (FAQs). This is 
part of a new approach we are taking with the GRS to focus on the 
criteria that identify records rather than long lists of examples that 
may not clearly represent the entire coverage of the disposition 
authority.

5. What changes did we make to GRS 5.4, Facility, Equipment, Vehicle, 
Property, and Supply Records?

    We marked items 071, Facility, space, and equipment inspection, 
maintenance, and service records--Records tracking completion of 
custodial and minor repair work, as superseded. These records are now 
scheduled by GRS 5.2, item 010 (DAA-GRS-2022-0009-0001).

6. How do agencies cite GRS items?

    When citing the legal disposition authority for records covered by 
the GRS in 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, use 
``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.

7. 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. 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.

8. 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.

9. Whom should an agency contact for further information?

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

Colleen J. Shogan,
Archivist of the United States.
[FR Doc. 2023-13369 Filed 6-22-23; 8:45 am]
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