82 FR 2395 - Records Management; General Records Schedule (GRS); GRS Transmittal 27
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Federal Register Volume 82, Issue 5 (January 9, 2017)
Federal Register Volume 82, Issue 5 (January 9, 2017)
| Page Range | 2395-2396 | |
| FR Document | 2017-00157 |
[Federal Register Volume 82, Number 5 (Monday, January 9, 2017)] [Notices] [Pages 2395-2396] From the Federal Register Online [www.thefederalregister.org] [FR Doc No: 2017-00157] ======================================================================= ----------------------------------------------------------------------- NATIONAL ARCHIVES AND RECORDS ADMINISTRATION [NARA-2017-020] Records Management; General Records Schedule (GRS); GRS Transmittal 27 AGENCY: National Archives and Records Administration (NARA). ACTION: Notice of new General Records Schedule (GRS) Transmittal 27. ----------------------------------------------------------------------- SUMMARY: NARA is issuing a new set of General Records Schedules (GRS) via GRS Transmittal 27. The GRS provides mandatory disposition instructions for administrative records common to several or all Federal agencies. Transmittal 27 announces changes we have made to the GRS since we published Transmittal 26 in August and September 2016. We are concurrently disseminating Transmittal 27 (the memo and the accompanying records schedules and documents) directly to each agency's records management official and have also 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. 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 with general questions about the GRS at [email protected]. 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. 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 Web site at http://www.archives.gov/records-mgmt/appraisal/index.html. SUPPLEMENTARY INFORMATION: GRS Transmittal 27 announces changes to the General Records Schedules (GRS) made since NARA published GRS Transmittal 26 in September 2016. The GRS provide mandatory disposition instructions for records common to several or all Federal agencies. We are more than half-way through a 5-year plan to completely rewrite the GRS. With Transmittal 27, 61% of old items are now superseded. Transmittal 27 introduces a significant change in the way we publish transmittals and indeed the entire GRS. Transmittal 26 included all current schedules: new schedules (with new-to-old crosswalks and Frequently Asked Questions [FAQs]), old schedules annotated for supersession by new schedules, and an old-to-new crosswalk for the entire old GRS. Transmittal 27 includes only schedules newly issued or updated since the last transmittal (with new-to-old crosswalks and FAQs for each). Users may find the entire set of GRS at http://www.archives.gov/records-mgmt/grs.html, both individually and in a single document containing just schedules (no crosswalks or FAQs). FAQs about the whole GRS and the GRS Update Project no longer appear in new Transmittals. You can still access them at http://www.archives.gov/records-mgmt/grs.html. What changes does this transmittal make to the GRS? GRS Transmittal 27 publishes five new schedules: GRS 2.6 Employee Training Records (DAA-GRS-2016-0014) GRS 5.3 Continuity and Emergency Planning Records (DAA-GRS-2016-0004) GRS 5.4 Facility, Equipment, Vehicle, Property, and Supply Records (DAA-GRS-2016- 0011) GRS 5.5 Mail, Printing, and Telecommunication Service Management Records (DAA-GRS 2016-0012) GRS 6.4 Public Affairs Records (DAA-GRS-2016-0005) It also publishes new or updated items in four schedules: GRS 1.1 Financial Management and Reporting Records (see question 3) GRS 2.5 Employee Separation Records (see question 4) GRS 3.1 General Technology Management Records (see question 5) GRS 4.2 Information Access and Protection Records (see question 6) This transmittal also updates the general FAQs on Deviations, clarifying the definition of a deviation to the GRS, and how GRS deviations differ from GRS notifications. [[Page 2396]] How has GRS 1.1 changed? How might these changes affect my agency? We added one new item (001) to cover financial management and reporting administrative records. How has GRS 2.5 changed? We added two news items (050 and 051) for records created by phased retirement programs. How has GRS 3.1 changed? We added one new item (001) to cover technology management administrative records. How has GRS 4.2 changed? We added two new items. Item 001 covers administrative records on FOIA, Privacy Act, and classified documents. Item 180 covers virtual public access library records. Also, we slightly altered titles of items 060, 061, 120, and 121 from what appeared in Transmittal 26 to match the titles under which they were approved in ERA. The new titles alter neither meaning nor coverage of the items. What GRS items does GRS Transmittal 27 rescind? Many old GRS items are superseded by new GRS items. A few old items, however, have outlived their usefulness and cannot be crosswalked to new items. The table below lists old items newly rescinded by GRS Transmittal 27. ------------------------------------------------------------------------ GRS Item Title Reason ------------------------------------------------------------------------ 10.................. 11a Recordkeeping Only a very few copies of agencies create maintenance these records. manuals for They relate to unique or agencies' customized missions and aircraft. should therefore be scheduled on an agency-specific schedule. 12.................. 3b Copies of Telegram service incoming and in the United original copies States ceased of outgoing January 27, messages, 2006. The last including telegram in the Standard Form world was sent (SF) 14, in India on Telegraphic July 14, 2013. Message The very short maintained by two-month communications retention of offices or these records centers, and means that none EXCLUDING the should now copies exist. SF 14 maintained by has been originating discontinued. program office. 14.................. 3 Press Service These records files. appear to no longer exist. 18.................. 29a National Defense According to Executive FEMA, the Reserve (NDER) National case files on Defense reservists. Executive Reserve program has been dormant for the past 5 years and no agency has open programs. For this reason, FEMA suggested that we rescind these items. 18.................. 29b National Defense Executive Reserve case files on individuals whose applications were rejected or withdrawn. 27.................. 6 CIO subject and CIOs are office records. considered high- level officials under Capstone email guidance. It is therefore not appropriate to schedule these records as universally temporary. 27.................. 7 CIO schedules of daily activities. ------------------------------------------------------------------------ Rescinded items are shown in context of their schedules in the old- to-new crosswalk. How do I cite new 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. For informational purposes, please include schedule and item number. For example, ``DAA-GRS-2013-0001-0004 (GRS 4.3, item 020).'' Do I 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. How do I get copies of the new 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. Whom do I contact for further information? Writing and maintaining the GRS is the responsibility of the GRS Team. You may contact the team with general questions about the GRS at [email protected]. This team is part of Records Management Services in the National Records Management Program of the Office of the Chief Records Officer at NARA. 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. A list of the appraisal and scheduling work group and regional contacts is on the NARA Web site at http://www.archives.gov/records-mgmt/appraisal/index.html. Dated: January 3, 2017. David S. Ferriero, Archivist of the United States. [FR Doc. 2017-00157 Filed 1-6-17; 8:45 am] BILLING CODE 7515-01-P
![Federal Register / Vol. 82, No. 5 / Monday, January 9, 2017 / Notices 2395
1. Type of Information Collection: NATIONAL ARCHIVES AND RECORDS the General Records Schedules (GRS)
Revision of a currently approved ADMINISTRATION made since NARA published GRS
collection. Transmittal 26 in September 2016. The
[NARA–2017–020]
2. The Title of the Form/Collection: GRS provide mandatory disposition
Application for Federal Firearms Records Management; General instructions for records common to
License. Records Schedule (GRS); GRS several or all Federal agencies. We are
Transmittal 27 more than half-way through a 5-year
3. The agency form number, if any,
plan to completely rewrite the GRS.
and the applicable component of the AGENCY: National Archives and Records With Transmittal 27, 61% of old items
Department sponsoring the collection: Administration (NARA). are now superseded.
Form number: ATF F 7(5310.12)/7 CR ACTION: Notice of new General Records Transmittal 27 introduces a
(5310.16). Schedule (GRS) Transmittal 27. significant change in the way we
Component: Bureau of Alcohol, publish transmittals and indeed the
Tobacco, Firearms and Explosives, U.S. SUMMARY: NARA is issuing a new set of entire GRS. Transmittal 26 included all
Department of Justice. General Records Schedules (GRS) via current schedules: new schedules (with
GRS Transmittal 27. The GRS provides new-to-old crosswalks and Frequently
4. Affected public who will be asked mandatory disposition instructions for
or required to respond, as well as a brief Asked Questions [FAQs]), old schedules
administrative records common to
abstract: annotated for supersession by new
several or all Federal agencies.
schedules, and an old-to-new crosswalk
Primary: Business or other for-profit. Transmittal 27 announces changes we
for the entire old GRS. Transmittal 27
Other: Individuals or households. have made to the GRS since we
includes only schedules newly issued or
Abstract: The law of 18 U.S.C. Section published Transmittal 26 in August and
updated since the last transmittal (with
923(a)(1), requires a person wishing to September 2016. We are concurrently
new-to-old crosswalks and FAQs for
transport, ship, or receive firearms in disseminating Transmittal 27 (the memo
each).
interstate or foreign commerce to pay a and the accompanying records Users may find the entire set of GRS
fee, to file an application and to obtain schedules and documents) directly to at http://www.archives.gov/records-
a license before engaging in business. each agency’s records management mgmt/grs.html, both individually and in
ATF F 5310.12/7 CR 5310.16 will be for official and have also posted it on a single document containing just
the purpose of ensuring this collection NARA’s Web site. schedules (no crosswalks or FAQs).
of information is necessary to insure DATES: This transmittal is effective the FAQs about the whole GRS and the GRS
that the person who wishes to be date it publishes in the Federal Update Project no longer appear in new
licensed as required by Section 923 Register. Transmittals. You can still access them
meets the requirements of the section ADDRESSES: You can find this at http://www.archives.gov/records-
for the license. Additionally, this form transmittal on NARA’s Web site at mgmt/grs.html.
will be used by the public when http://www.archives.gov/records-mgmt/
What changes does this transmittal
applying for a Federal firearms license grs/. You can download the complete
make to the GRS?
to collect curios and relics to facilitate current GRS, in PDF format, from
a personal collection in interstate and NARA’s Web site at http:// GRS Transmittal 27 publishes five
foreign commerce. The information www.archives.gov/records-mgmt/ new schedules:
requested on the form establishes grs.html. GRS 2.6 Employee Training Records
eligibility for all license types. FOR FURTHER INFORMATION CONTACT: For (DAA–GRS–2016–0014)
5. An estimate of the total number of more information about this notice or to GRS 5.3 Continuity and Emergency
respondents and the amount of time obtain paper copies of the GRS, contact Planning Records (DAA–GRS–2016–
estimated for an average respondent to Kimberly Keravuori, External Policy 0004)
respond: An estimated 15,000 Program Manager, at regulation_ GRS 5.4 Facility, Equipment, Vehicle,
respondents will utilize the form, and it comments@nara.gov, or by telephone at Property, and Supply Records (DAA–
will take each respondent 60 minutes to 301.837.3151. GRS–2016- 0011)
complete the form. You may contact NARA’s GRS Team GRS 5.5 Mail, Printing, and
with general questions about the GRS at Telecommunication Service
6. An estimate of the total public Management Records (DAA–GRS
burden (in hours) associated with the GRS_Team@nara.gov. Writing and
maintaining the GRS is the GRS Team’s 2016–0012)
collection: The estimated annual public GRS 6.4 Public Affairs Records (DAA–
burden associated with this collection is responsibility. This team is part of
Records Management Services in the GRS–2016–0005)
15,000 hours.
National Records Management Program, It also publishes new or updated
If additional information is required items in four schedules:
contact: Melody Braswell, Department Office of the Chief Records Officer at
NARA. GRS 1.1 Financial Management and
Clearance Officer, United States
Your agency’s records officer may Reporting Records (see question 3)
Department of Justice, Justice
contact the NARA appraiser or records GRS 2.5 Employee Separation Records
Management Division, Policy and
analyst with whom your agency (see question 4)
Planning Staff, Two Constitution
normally works for support in carrying GRS 3.1 General Technology
Square, 145 N Street NE., 3E.405A,
out this transmittal and the revised Management Records (see question 5)
sradovich on DSK3GMQ082PROD with NOTICES
Washington, DC 20530. GRS 4.2 Information Access and
portions of the GRS. You may access a
Dated: January 4, 2017. list of the appraisal and scheduling Protection Records (see question 6)
Melody Braswell, work group and regional contacts on our This transmittal also updates the
Department Clearance Officer for PRA, U.S. Web site at http://www.archives.gov/ general FAQs on Deviations, clarifying
Department of Justice. records-mgmt/appraisal/index.html. the definition of a deviation to the GRS,
[FR Doc. 2017–00110 Filed 1–6–17; 8:45 am] SUPPLEMENTARY INFORMATION: GRS and how GRS deviations differ from
BILLING CODE 4410–14–P Transmittal 27 announces changes to GRS notifications.
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![2396 Federal Register / Vol. 82, No. 5 / Monday, January 9, 2017 / Notices
How has GRS 1.1 changed? How might How has GRS 3.1 changed? match the titles under which they were
these changes affect my agency? We added one new item (001) to cover approved in ERA. The new titles alter
technology management administrative neither meaning nor coverage of the
We added one new item (001) to cover items.
records.
financial management and reporting
administrative records. How has GRS 4.2 changed? What GRS items does GRS Transmittal
27 rescind?
How has GRS 2.5 changed? We added two new items. Item 001
covers administrative records on FOIA, Many old GRS items are superseded
We added two news items (050 and Privacy Act, and classified documents. by new GRS items. A few old items,
051) for records created by phased Item 180 covers virtual public access however, have outlived their usefulness
retirement programs. library records. Also, we slightly altered and cannot be crosswalked to new
titles of items 060, 061, 120, and 121 items. The table below lists old items
from what appeared in Transmittal 26 to newly rescinded by GRS Transmittal 27.
GRS Item Title Reason
10 ................... 11a Recordkeeping copies of maintenance manuals for Only a very few agencies create these records. They
unique or customized aircraft. relate to agencies’ missions and should therefore
be scheduled on an agency-specific schedule.
12 ................... 3b Copies of incoming and original copies of outgoing Telegram service in the United States ceased Janu-
messages, including Standard Form (SF) 14, Tele- ary 27, 2006. The last telegram in the world was
graphic Message maintained by communications sent in India on July 14, 2013. The very short two-
offices or centers, and EXCLUDING the copies month retention of these records means that none
maintained by originating program office. should now exist. SF 14 has been discontinued.
14 ................... 3 Press Service files ....................................................... These records appear to no longer exist.
18 ................... 29a National Defense Executive Reserve (NDER) case According to FEMA, the National Defense Executive
files on reservists. Reserve program has been dormant for the past 5
years and no agency has open programs. For this
reason, FEMA suggested that we rescind these
items.
18 ................... 29b National Defense Executive Reserve case files on in-
dividuals whose applications were rejected or with-
drawn.
27 ................... 6 CIO subject and office records .................................... CIOs are considered high-level officials under Cap-
stone email guidance. It is therefore not appro-
priate to schedule these records as universally
temporary.
27 ................... 7 CIO schedules of daily activities.
Rescinded items are shown in context If you do not have an already existing out this transmittal. A list of the
of their schedules in the old-to-new agency-specific authority but wish to appraisal and scheduling work group
crosswalk. apply a retention period that differs and regional contacts is on the NARA
from that specified in the GRS, you Web site at http://www.archives.gov/
How do I cite new GRS items?
must submit a records schedule to records-mgmt/appraisal/index.html.
When you send records to an FRC for NARA for approval via the Electronic Dated: January 3, 2017.
storage, you should cite the records’ Records Archives.
legal authority—the ‘‘DAA’’ number—in David S. Ferriero,
the ‘‘Disposition Authority’’ column of How do I get copies of the new GRS? Archivist of the United States.
the table. For informational purposes, You can download the complete
[FR Doc. 2017–00157 Filed 1–6–17; 8:45 am]
please include schedule and item current GRS, in PDF format, from BILLING CODE 7515–01–P
number. For example, ‘‘DAA–GRS– NARA’s Web site at http://
2013–0001–0004 (GRS 4.3, item 020).’’ www.archives.gov/records-mgmt/
NATIONAL ARCHIVES AND RECORDS
Do I have to take any action to grs.html.
ADMINISTRATION
implement these GRS changes? Whom do I contact for further
NARA regulations (36 CFR information? Office of Government Information
1226.12(a)) require agencies to Services
disseminate GRS changes within six Writing and maintaining the GRS is
the responsibility of the GRS Team. You [NARA–2017–014]
months of receipt.
Per 36 CFR 1227.12(a)(1), you must may contact the team with general
questions about the GRS at GRS_Team@ Freedom of Information Act (FOIA)
follow GRS dispositions that state they Advisory Committee; Meeting
must be followed without exception. nara.gov. This team is part of Records
Per 36 CFR 1227.12(a)(3), if you have Management Services in the National
sradovich on DSK3GMQ082PROD with NOTICES
AGENCY: National Archives and Records
an existing schedule that differs from a Records Management Program of the Administration (NARA).
new GRS item that does not require Office of the Chief Records Officer at ACTION: Notice of Federal Advisory
being followed without exception, and NARA. Committee Meeting.
you wish to continue using your agency- Your agency’s records officer may
specific authority rather than the GRS contact the NARA appraiser or records SUMMARY: In accordance with the
authority, you must notify NARA within analyst with whom your agency Federal Advisory Committee Act (5
120 days of the date of this transmittal. normally works for support in carrying U.S.C. App) and the second United
VerDate Sep<11>2014 21:14 Jan 06, 2017 Jkt 241001 PO 00000 Frm 00088 Fmt 4703 Sfmt 4703 E:\FR\FM\09JAN1.SGM 09JAN1](https://thefederalregister.org/doc/82_FR_2400/page/2.svg)
Document Created: 2018-10-24 11:09:45
Document Modified: 2018-10-24 11:09:45
| Category | Regulatory Information | |
| Collection | Federal Register | |
| sudoc Class | AE 2.7: GS 4.107: AE 2.106: | |
| Publisher | Office of the Federal Register, National Archives and Records Administration | |
| Section | Notices | |
| Action | Notice of new General Records Schedule (GRS) Transmittal 27. | |
| Dates | This transmittal is effective the date it publishes in the Federal Register. | |
| 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. | |
| FR Citation | 82 FR 2395 |
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