82 FR 60630 - Records Management; General Records Schedule (GRS); GRS Transmittal 29
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION Federal Register Volume 82, Issue 244 (December 21, 2017)
Federal Register Volume 82, Issue 244 (December 21, 2017)
| Page Range | 60630-60631 | |
| FR Document | 2017-27462 |
[Federal Register Volume 82, Number 244 (Thursday, December 21, 2017)] [Notices] [Pages 60630-60631] From the Federal Register Online [www.thefederalregister.org] [FR Doc No: 2017-27462] ======================================================================= ----------------------------------------------------------------------- NATIONAL ARCHIVES AND RECORDS ADMINISTRATION [NARA-2018-010] Records Management; General Records Schedule (GRS); GRS Transmittal 29 AGENCY: National Archives and Records Administration (NARA). ACTION: Notice of new General Records Schedule (GRS) Transmittal 29. ----------------------------------------------------------------------- SUMMARY: NARA is issuing a new set of General Records Schedules (GRS) via GRS Transmittal 29. The GRS provides mandatory disposition instructions for administrative records common to several or all Federal agencies. Transmittal 29 announces changes we have made to the GRS since we published Transmittal 28 in July. We are concurrently disseminating Transmittal 29 (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 website. DATES: This transmittal is effective December 21, 2017. ADDRESSES: You can find this transmittal on NARA's website at http://www.archives.gov/records-mgmt/grs/grs-trs29.pdf. You can download the complete current GRS, in PDF format, from NARA's website at http://www.archives.gov/records-mgmt/grs/trs29-sch-only.pdf. 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, 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 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 29 announces changes to the General Records Schedules (GRS) made since NARA published GRS Transmittal 28 in July 2017. The GRS provide mandatory disposition instructions for records common to several or all Federal agencies. With Transmittal 29, we come to the end of our five-year plan to completely rewrite the GRS dating from the 1940s and updated piecemeal over the succeeding decades. All the old items are now superseded or, in some case, rescinded. Transmittal 29 includes only schedules newly issued or updated since the last transmittal and those schedules' associated new-to-old crosswalks and FAQs. This means that many current GRS schedules are not included in this Transmittal. You can find all schedules (in Word, PDF, and CSV formats), crosswalks and 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. What changes does this transmittal make to the GRS? GRS Transmittal 29 publishes five new schedules: GRS 1.3 Budgeting Records............... DAA-GRS-2015-0006 GRS 2.7 Employee Health and Safety DAA-GRS-2017-0010 Records. GRS 5.7 Agency Accountability Records... DAA-GRS-2017-0008 GRS 6.3 Information Technology Records.. DAA-GRS-2017-0009 GRS 6.6 Rulemaking Records.............. DAA-GRS-2017-0012 This transmittal also publishes two updates: GRS 2.1 Employee Acquisition Records: .............................. Updated item (see question 3). GRS 5.2 Transitory and Intermediary .............................. Records: Updated FAQs (see question 4). [[Page 60631]] What changes did we make to GRS 2.1? We expanded items 050 and 051 to include mandatory job applicant drug testing records. What changes did you make to the GRS 5.2 FAQs? We added new questions 7 and 8 in response to questions raised by users. We also corrected a typo. ``May not be destroyed until 90 days after submission of a notification to NARA'' in question 12 (question 10 in the earlier version) now reads ``may not be destroyed until 60 days after submission of a notification to NARA.'' What GRS items does GRS Transmittal 29 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 rescinded by GRS Transmittal 29. ------------------------------------------------------------------------ GRS Item Title Reason ------------------------------------------------------------------------ 1............ 21a1......... Employee Medical Was simply a filing/ Folders: handling instruction Transferred and never had an employees. associated disposition authority. The instruction is now a Note appended to GRS 2.7, item 060. 1............ 22........... Employee Health Both the Bureau of Statistics. Labor Statistics and the Occupational Safety and Health Administration confirmed these agency reports are no longer collected. 3............ 17........... Small and The Small and Disadvantaged Disadvantaged Business Business Utilization Utilization Files. program terminated in 2015. The records are no longer being created. 16........... 5............ Project Control Item authorized Files. periodic disposal of system data after long-term records were downloaded and safeguarded. Such data is now covered under 5.1, item 020. 16........... 11........... Information Item was added to the Resources GRS in 1987 to comply Management with regulations Triennial Review issued in response to Files. the Brooks Act of 1985. The Information Technology Management Reform Act of 1996 repealed this authority, ending the reviews. 16........... 14f2......... Management Control Item described non- Records--Review record reference files--Copies copies, which do not maintained by need to be scheduled. other offices as internal reviews. ------------------------------------------------------------------------ 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 website at http://www.archives.gov/records-mgmt/grs/trs29-sch-only.pdf. 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 website at http://www.archives.gov/records-mgmt/appraisal/index.html. David S. Ferriero, Archivist of the United States. [FR Doc. 2017-27462 Filed 12-20-17; 8:45 am] BILLING CODE 7515-01-P
![60630 Federal Register / Vol. 82, No. 244 / Thursday, December 21, 2017 / Notices
for the proper performance of the Numbers or confidential business Writing and maintaining the GRS is
functions of the agency, including information). the GRS Team’s responsibility. This
whether the information will have team is part of Records Management
Rosemary Lahasky,
practical utility; Services in the National Records
• evaluate the accuracy of the Deputy Assistant Secretary for Employment
Management Program, Office of the
and Training Administration, Department of
agency’s estimate of the burden of the Chief Records Officer at NARA. You
Labor.
proposed collection of information, may contact NARA’s GRS Team with
[FR Doc. 2017–27529 Filed 12–20–17; 8:45 am]
including the validity of the general questions about the GRS at
BILLING CODE 4510–FP–P
methodology and assumptions used; GRS_Team@nara.gov.
and also the agency’s estimates
Your agency’s records officer may
associated with the annual burden cost
NATIONAL ARCHIVES AND RECORDS contact the NARA appraiser or records
incurred by respondents and the
ADMINISTRATION analyst with whom your agency
government cost associated with this
normally works for support in carrying
collection of information; [NARA–2018–010]
• enhance the quality, utility, and out this transmittal and the revised
clarity of the information to be portions of the GRS. You may access a
Records Management; General
collected; and list of the appraisal and scheduling
Records Schedule (GRS); GRS
• minimize the burden of the work group and regional contacts on our
Transmittal 29
collection of information on those who website at http://www.archives.gov/
are to respond, including through the AGENCY: National Archives and Records records-mgmt/appraisal/index.html.
use of appropriate automated, Administration (NARA).
SUPPLEMENTARY INFORMATION: GRS
electronic, mechanical, or other ACTION: Notice of new General Records Transmittal 29 announces changes to
technological collection techniques or Schedule (GRS) Transmittal 29. the General Records Schedules (GRS)
other forms of information technology, made since NARA published GRS
e.g., permitting electronic submissions SUMMARY: NARA is issuing a new set of
General Records Schedules (GRS) via Transmittal 28 in July 2017. The GRS
of responses. provide mandatory disposition
GRS Transmittal 29. The GRS provides
III. Current Actions mandatory disposition instructions for instructions for records common to
administrative records common to several or all Federal agencies. With
Agency: DOL–ETA. Transmittal 29, we come to the end of
Type of Review: Revision. several or all Federal agencies.
Transmittal 29 announces changes we our five-year plan to completely rewrite
Title: Attestation for Employers
have made to the GRS since we the GRS dating from the 1940s and
Seeking to Employ H–2B Nonimmigrant
published Transmittal 28 in July. We are updated piecemeal over the succeeding
Workers Under Section 543 of the
concurrently disseminating Transmittal decades. All the old items are now
Consolidated Appropriations Act, 2017
29 (the memo and the accompanying superseded or, in some case, rescinded.
Public Law 115–31 (May 5, 2017).
Form: Form ETA–9142–B–CAA. records schedules and documents) Transmittal 29 includes only
OMB Number: 1205–0530. directly to each agency’s records schedules newly issued or updated
Affected Public: Private Sector management official and have also since the last transmittal and those
(businesses or other for-profits and not- posted it on NARA’s website. schedules’ associated new-to-old
for-profit institutions) and State, Local, DATES: This transmittal is effective crosswalks and FAQs. This means that
and Tribal Governments. December 21, 2017. many current GRS schedules are not
Total Annual Respondents: 2,298. included in this Transmittal.
ADDRESSES: You can find this
Annual Frequency: 1. You can find all schedules (in Word,
Total Annual Responses: 2,298. transmittal on NARA’s website at http://
Average Time per Response: 1 hour. www.archives.gov/records-mgmt/grs/ PDF, and CSV formats), crosswalks and
Estimated Total Annual Burden grs-trs29.pdf. You can download the FAQs for all schedules, and FAQs about
Hours: 2,298 hours. complete current GRS, in PDF format, the whole GRS at http://
Total Annual Burden Cost for from NARA’s website at http:// www.archives.gov/records-mgmt/
Respondents: $104,674.00. www.archives.gov/records-mgmt/grs/ grs.html. At the same location, you can
Comments submitted in response to trs29-sch-only.pdf. also find the entire GRS (just
this comment request will be FOR FURTHER INFORMATION CONTACT: For schedules—no crosswalks or FAQs) in a
summarized and/or included in the more information about this notice or to single document.
request for OMB approval of the ICR; obtain paper copies of the GRS, contact What changes does this transmittal
they will also become a matter of public Kimberly Keravuori, External Policy make to the GRS?
record. Commenters are encouraged not Program Manager, by email at
to disclose private and/or sensitive regulation_comments@nara.gov or by GRS Transmittal 29 publishes five
information (e.g., Social Security telephone at 301–837–3151. new schedules:
GRS 1.3 Budgeting Records ............................................................................................................................................ DAA–GRS–2015–0006
GRS 2.7 Employee Health and Safety Records .............................................................................................................. DAA–GRS–2017–0010
GRS 5.7 Agency Accountability Records ....................................................................................................................... DAA–GRS–2017–0008
GRS 6.3 Information Technology Records ..................................................................................................................... DAA–GRS–2017–0009
GRS 6.6 Rulemaking Records ......................................................................................................................................... DAA–GRS–2017–0012
daltland on DSKBBV9HB2PROD with NOTICES
This transmittal also publishes two
updates:
GRS 2.1 Employee Acquisition Records: Updated item (see question 3).
GRS 5.2 Transitory and Intermediary Records: Updated FAQs (see question 4).
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![Federal Register / Vol. 82, No. 244 / Thursday, December 21, 2017 / Notices 60631
What changes did we make to GRS 2.1? We also corrected a typo. ‘‘May not be What GRS items does GRS Transmittal
We expanded items 050 and 051 to destroyed until 90 days after submission 29 rescind?
include mandatory job applicant drug of a notification to NARA’’ in question
12 (question 10 in the earlier version) Many old GRS items are superseded
testing records.
now reads ‘‘may not be destroyed until by new GRS items. A few old items,
What changes did you make to the GRS 60 days after submission of a however, have outlived their usefulness
5.2 FAQs? notification to NARA.’’ and cannot be crosswalked to new
We added new questions 7 and 8 in items. The table below lists old items
response to questions raised by users. rescinded by GRS Transmittal 29.
GRS Item Title Reason
1 ........... 21a1 .... Employee Medical Folders: Transferred Was simply a filing/handling instruction and never had an associated disposition
employees. authority. The instruction is now a Note appended to GRS 2.7, item 060.
1 ........... 22 ........ Employee Health Statistics .................... Both the Bureau of Labor Statistics and the Occupational Safety and Health Ad-
ministration confirmed these agency reports are no longer collected.
3 ........... 17 ........ Small and Disadvantaged Business Uti- The Small and Disadvantaged Business Utilization program terminated in 2015.
lization Files. The records are no longer being created.
16 ......... 5 .......... Project Control Files .............................. Item authorized periodic disposal of system data after long-term records were
downloaded and safeguarded. Such data is now covered under 5.1, item 020.
16 ......... 11 ........ Information Resources Management Item was added to the GRS in 1987 to comply with regulations issued in re-
Triennial Review Files. sponse to the Brooks Act of 1985. The Information Technology Management
Reform Act of 1996 repealed this authority, ending the reviews.
16 ......... 14f2 ..... Management Control Records—Review Item described non-record reference copies, which do not need to be sched-
files—Copies maintained by other of- uled.
fices as internal reviews.
Rescinded items are shown in context NARA’s website at http:// ACTION: Notice announcing updated
of their schedules in the old-to-new www.archives.gov/records-mgmt/grs/ penalty inflation adjustments for civil
crosswalk. trs29-sch-only.pdf. monetary penalties for 2018.
How do I cite new GRS items? Whom do I contact for further SUMMARY: The National Science
When you send records to an FRC for information? Foundation (NSF or Foundation) is
storage, you should cite the records’ Writing and maintaining the GRS is providing notice of its adjusted
legal authority—the ‘‘DAA’’ number—in the responsibility of the GRS Team. You maximum civil monetary penalties,
the ‘‘Disposition Authority’’ column of may contact the team with general effective January 15, 2018. These
the table. For informational purposes, questions about the GRS at GRS_Team@ adjustments are required by the Federal
please include schedule and item nara.gov. This team is part of Records Civil Penalties Inflation Adjustment Act
number. For example, ‘‘DAA–GRS– Management Services in the National Improvements Act of 2015.
2013–0001–0004 (GRS 4.3, item 020).’’ Records Management Program of the FOR FURTHER INFORMATION CONTACT:
Do I have to take any action to Office of the Chief Records Officer at Bijan Gilanshah, Assistant General
implement these GRS changes? NARA. Counsel, Office of the General Counsel,
Your agency’s records officer may National Science Foundation, 2415
NARA regulations (36 CFR Eisenhower Avenue, Alexandria, VA
1226.12(a)) require agencies to contact the NARA appraiser or records
analyst with whom your agency 22314. Telephone: 703–292–5055.
disseminate GRS changes within six
months of receipt. normally works for support in carrying SUPPLEMENTARY INFORMATION: On June
Per 36 CFR 1227.12(a)(1), you must out this transmittal. A list of the 27, 2016, NSF published an interim
follow GRS dispositions that state they appraisal and scheduling work group final rule amending its regulations to
must be followed without exception. and regional contacts is on the NARA adjust, for inflation, the maximum civil
Per 36 CFR 1227.12(a)(3), if you have website at http://www.archives.gov/ monetary penalties that may be imposed
an existing schedule that differs from a records-mgmt/appraisal/index.html. for violations of the Antarctic
new GRS item that does not require Conservation Act of 1978 (ACA), as
David S. Ferriero, amended, 16 U.S.C. 2401 et seq., and
being followed without exception, and
you wish to continue using your agency- Archivist of the United States. the Program Fraud Civil Remedies Act
specific authority rather than the GRS [FR Doc. 2017–27462 Filed 12–20–17; 8:45 am] of 1986 (PFCRA), 31 U.S.C. 3801, et seq.
authority, you must notify NARA within BILLING CODE 7515–01–P These adjustments are required by the
120 days of the date of this transmittal. 2015 Act. The 2015 Act also requires
If you do not have an already existing agencies to make subsequent annual
agency-specific authority but wish to adjustments for inflation. Pursuant to
apply a retention period that differs NATIONAL SCIENCE FOUNDATION OMB guidance dated December 15,
from that specified in the GRS, you 2017, the cost-of-living adjustment
daltland on DSKBBV9HB2PROD with NOTICES
must submit a records schedule to RIN 3145–AA58 multiplier for 2018 is 1.02041.
NARA for approval via the Electronic Accordingly, the 2018 annual inflation
Records Archives. Notice on Penalty Inflation adjustments for the maximum penalties
Adjustments for Civil Monetary under the ACA are $16,853 ($16,516 ×
How do I get copies of the new GRS? Penalties 1.02041) for violations and $28,520
You can download the complete ($27,950 × 1.02041) for knowing
current GRS, in PDF format, from AGENCY: National Science Foundation. violations of the ACA. Finally, the 2018
VerDate Sep<11>2014 20:57 Dec 20, 2017 Jkt 244001 PO 00000 Frm 00054 Fmt 4703 Sfmt 4703 E:\FR\FM\21DEN1.SGM 21DEN1](https://thefederalregister.org/doc/82_FR_60874/page/2.svg)
Document Created: 2018-10-25 10:59:15
Document Modified: 2018-10-25 10:59:15
| 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 29. | |
| Dates | This transmittal is effective December 21, 2017. | |
| Contact | For more information about this notice or to obtain paper copies of the GRS, contact Kimberly Keravuori, External Policy Program Manager, by email at [email protected] or by telephone at 301-837-3151. | |
| FR Citation | 82 FR 60630 |
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