[Federal Register Volume 89, Number 116 (Friday, June 14, 2024)]
[Notices]
[Pages 50635-50636]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 2024-13176]


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NATIONAL ARCHIVES AND RECORDS ADMINISTRATION

[NARA-2024-029]


Records Management; General Records Schedule (GRS); GRS 
Transmittal 35

AGENCY: National Archives and Records Administration (NARA).

ACTION: Notice of new General Records Schedule (GRS) Transmittal 35.

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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 35 includes only 
changes we have made to the GRS since we published Transmittal 34 in 
June 2023. All other GRS remain in effect.

DATES: This transmittal is effective June 14, 2024.

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

[[Page 50636]]

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 35 announces changes to the 
General Records Schedules (GRS) made since NARA published GRS 
Transmittal 34 in June 2023. The GRS provide mandatory disposition 
instructions for records common to several or all Federal agencies.
    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 35 publishes updates to six schedules. The primary 
purpose of these updates was to revise certain GRS disposition 
instructions so that they are machine-implementable. Machine-
implementable disposition instructions can be converted into code that 
a computer application can implement. Machine-implementable 
instructions must have only one retention type for the computer to know 
what to do. A retention type identifies the point in time when 
retention starts, either at the point of creation (an age- or creation-
based retention, such as ``Destroy when 3 years old'') or when a 
certain event occurs (an event-based retention, such as ``Destroy 3 
years after final action'').

------------------------------------------------------------------------
             GRS                      Item                 Change
------------------------------------------------------------------------
GRS 2.2, Employee Management  030, Employee         Revised the
 Records.                      incentive award       disposition
                               records.              instructions for
                              090, Records related   machine-
                               to official           implementation.
                               passports--Applicat
                               ion records.
GRS 2.3, Employee Relations   040, Telework/        Updated the item
 Records.                      alternate worksite    title and
                               program case files    description for
                               (now Telework/        clarity. Revised
                               Alternate Worksite    the disposition
                               Agreements).          instructions for
                                                     machine-
                                                     implementation.
GRS 2.4, Employee             061, Payroll program  Revised the
 Compensation and Benefits     administrative        disposition
 Records.                      records--Payroll      instructions for
                               system reports        machine-
                               providing fiscal      implementation.
                               information on
                               agency payroll.
                              080, Wage Survey      Revised the item
                               Files.                description for
                                                     clarity. Revised
                                                     the disposition
                                                     instructions for
                                                     machine-
                                                     implementation.
GRS 2.6, Employee Training    041, Senior           Revised the
 Records.                      Executive Service     disposition
                               Candidate             instructions for
                               Development Program   machine-
                               (SESCDP)--Case        implementation.
                               records on SESCDP
                               participants.
GRS 5.4, Facility,            020, Real property    Revised the
 Equipment, Vehicle,           ownership records.    disposition
 Property, and Supply         030, Vehicle and       instructions for
 Records.                      equipment ownership   machine-
                               records and           implementation.
                               operation manuals..
GRS 5.6, Security Management  050, Records of       Changed the item
 Record.                       credit card abuse     title and
                               and postal            description for
                               irregularities (now   clarity. Revised
                               Misuse or             the disposition
                               irregularities        instructions for
                               investigation         machine-
                               records).             implementation.
                              100, Accident and     Revised the
                               incident records.     disposition
                              160, Canine (K-9)      instructions for
                               service records..     machine-
                                                     implementation.
------------------------------------------------------------------------

3. How do agencies cite GRS items when communicating with NARA ?

    Cite the ``DAA'' number in the ``Disposition Authority'' column of 
the GRS table when transferring records to Federal Records Centers or 
to NARA for accessioning, or when requesting GRS deviations on record 
schedules. 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.

4. 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), if a new or revised GRS states that the 
provisions must be followed without exception, your agency must follow 
the disposition instructions of the GRS.
    If your agency has an existing schedule item for records covered by 
a new or revised GRS, the GRS supersedes the agency-specific item. Per 
36 CFR 1227.12(a)(3), if you wish to continue using your agency-
specific item and the related GRS item is not identified as mandatory, 
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 item and 
want 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.

5. 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.

6. 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. 2024-13176 Filed 6-13-24; 8:45 am]
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