Records Schedules; Availability and Request for Comments

[Federal Register Volume 64, Number 49 (Monday, March 15, 1999)]
[Notices]
[Pages 12822-12824]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-6231]


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NATIONAL ARCHIVES AND RECORDS ADMINISTRATION


Records Schedules; Availability and Request for Comments

AGENCY: National Archives and Records Administration, Office of Records 
Services--Washington, DC.

ACTION: Notice of availability of proposed records schedules; request 
for comments.

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SUMMARY: The National Archives and Records Administration (NARA) 
publishes notice at least once monthly of certain Federal agency 
requests for records disposition authority (records schedules). Once 
approved by NARA, records schedules provide mandatory instructions on 
what happens to records when no longer needed for current Government 
business. They authorize the preservation of records of

[[Page 12823]]

continuing value in the National Archives of the United States and the 
destruction, after a specified period, records lacking administrative, 
legal, research, or other value. Notice is published for records 
schedules in which agencies propose to destroy records not previously 
authorized for disposal or reduce the retention period of records 
already authorized for disposal. NARA invites public comments on such 
records schedules, as required by 44 U.S.C. 3303a(a).

DATES: Requests for copies must be received in writing on or before 
April 29, 1999. Once the appraisal of the records is completed, NARA 
will send a copy of the schedule. NARA staff usually prepare appraisal 
memorandums that contain additional information concerning the records 
covered by a proposed schedule. These, too, may be requested and will 
be provided once the appraisal is completed. Requesters will be given 
30 days to submit comments.

ADDRESSES: To request a copy of any records schedule identified in this 
notice, write to the Life Cycle Management Division (NWML), National 
Archives and Records Administration (NARA), 8601 Adelphi Road, College 
Park, MD 20740-6001. Requests also may be transmitted by FAX to 301-
713-6852 or by e-mail to records.mgt@arch2.nara.gov.
    Requesters must cite the control number, which appears in paren 
theses after the name of the agency which submitted the schedule, and 
must provide a mailing address. Those who desire appraisal reports 
should so indicate in their request.

FOR FURTHER INFORMATION CONTACT: Michael L. Miller, Director, Modern 
Records Programs (NWM), National Archives and Records Administration, 
8601 Adelphi Road, College Park, MD 20740-6001, telephone (301) 713-
7110.

SUPPLEMENTARY INFORMATION: Each year Federal agencies create billions 
of records on paper, film, magnetic tape, and other media. To control 
this accumulation, agency records managers prepare schedules proposing 
retention periods for records and submit these schedules for NARA'S 
approval, using the Standard Form (SF) 115, Request for Records 
Disposition Authority. These schedules provide for the timely transfer 
into the National Archives of historically valuable records and 
authorize the disposal of all other records after the agency no longer 
needs to conduct its business. Some schedules are comprehensive and 
cover all the records of an agency or one of its major subdivisions. 
Most schedules, however, cover records of only one office or program or 
a few series of records. Many of these update previously approved 
schedules, and some include records proposed as permanent.
    No Federal records are authorized for destruction without the 
approval of the Archivist of the United States. This approval is 
granted only after a thorough consideration of their administrative use 
by the agency of origin, the rights of the Government and of private 
persons directly affected by the Government's activities, and whether 
or not they have historical or other value.
    Besides identifying the Federal agencies and any subdivisions 
requesting disposition authority, this public notice lists the 
organizational unit(s) accumulating the records or indicates agency-
wide applicability in the case of schedules that cover records that may 
be accumulated throughout an agency. This notice provides the control 
number assigned to each schedule, the total number of schedule items, 
and the number of temporary items (the records proposed for 
destruction). It also includes a brief description of the temporary 
records. The records schedule itself contains a full description of the 
records at the file unit level as well as their disposition. If NARA 
staff has prepared an appraisal memorandum for the schedule, it too, 
includes information about the records. Further information about the 
disposition process is available on request.

Schedules Pending

    1. Department of Education, Institutional Participation and 
Oversight Service (N1-441-99-1, 3 items, 3 temporary items). Records 
accumulated between 1977 and 1996 relating to applications submitted by 
educational institutions for recertification to participate in the 
student financial assistance programs authorized by Title IV of the 
Higher Education Act of 1965 and its amendments. The records consist of 
approvals and denials of school recertification, files relating to the 
collection of fines from educational institutions that failed to submit 
audits of Federal student financial assistance programs, and related 
litigation case files.
    2. Department of Education, Office of Special Education and 
Rehabilitative Services (N1-441-99-2, 1 item, 1 temporary item). 
Comments received as a result of the publication in 1982 of a proposed 
regulation pertaining to the education of handicapped children. 
Included are the comments and tracking sheets.
    3. Department of Health and Human Services, Health Care Financing 
Administration (N1-440-99-2, 8 items, 8 temporary items). Records 
relating to the statutory and regulatory requirements of Health 
Maintenance Organizations under Titles XIII of the Public Health 
Service Act and XVIII of the Social Security Act, as amended. This 
schedule reduces retention periods for such records as applications, 
correspondence, compliance files, grantee development files, and 
service area expansion files which were previously approved for 
disposal. Also included are electronic copies of documents created 
using electronic mail and word processing.
    4. Department of Health and Human Services, National Institutes of 
Health (N1-443-99-3, 25 items, 23 temporary items). Investigations of 
research misconduct, including drafts, reports, case tracking 
materials, correspondence, and electronic copies of documents created 
using electronic mail and word processing. Recordkeeping copies of 
final reports and case files of investigations are proposed for 
permanent retention.
    5. Department of Justice, Bureau of Prisons (N1-129-99-1, 10 items, 
6 temporary items). Correspondence with members of Congress, state and 
local correctional institutions, Federal correctional institutions, 
inmates, and inmate family members accumulated by the Office of the 
Director. Included are a related electronic correspondence tracking 
system and electronic copies of documents created using electronic mail 
and word processing. Recordkeeping copies of program subject files and 
correspondence with other Department of Justice components are proposed 
for permanent retention.
    6. Department of Justice, Bureau of Prisons (N1-129-99-9, 15 items, 
9 temporary items). Files pertaining to routine administrative matters 
and management assessment and strategic planning files used to update 
periodic reports that are accumulated by the Program Review Division. 
Included are electronic copies of documents created using electronic 
mail and word processing. Recordkeeping copies of documents that 
provided the information for Executive Staff decisions and profiles of 
institutions and accreditation files are proposed for permanent 
retention.
    7. Department of Justice, Bureau of Prisons (N1-129-99-12, 39 
items, 28 temporary items). Files accumulated by component offices of 
the Information, Policy, and Public Affairs Division, including 
chronological and subject files, files on proposed legislation,

[[Page 12824]]

hearings and other aspects of congressional relations, research 
proposals, background materials compiled for tours of facilities, files 
on media contacts, and electronic copies of documents created using 
electronic mail and word processing. Recordkeeping copies of files 
documenting overall Bureau activities and programs are proposed for 
permanent retention, including briefing books, newsletters, 
publications, photographs, videotapes, speeches, directives, and 
research reports.
    8. Department of Justice, National Institute of Corrections (N1-
129-99-14, 15 items, 8 temporary items). Electronic copies of documents 
created by the NIC using electronic mail and word processing. Also 
included are recordkeeping copies of case files documenting technical 
assistance provided to state and local facilities and a related 
electronic management information system. Recordkeeping copies of files 
pertaining to the Institute's overall program and activities are 
proposed for permanent retention, including administrative files, 
meeting minutes, history files, photographs, reports, and publications.
    9. Department of Justice, Bureau of Prisons (N1-129-99-15, 12 
items, 7 temporary items). Files of the Management and Specialty 
Training Center consisting of student training records, reference 
files, videotapes and related production files, minutes of internal 
committees, and electronic copies of documents created using electronic 
mail and word processing. Recordkeeping copies of curriculum packages, 
job analyses, and supplements to directives are proposed for permanent 
retention.
    10. Department of State, Chief of Protocol (N1-59-98-4, 29 items, 
19 temporary items). Files related to awards given to State Department 
employees, background files for gifts given and received by U.S. 
Government employees, notices announcing Government holidays, and 
requests for tributes of appreciation. Proposed for permanent retention 
are the recordkeeping copies of files related to such subjects as gifts 
to and from U.S. officials, foreign dignitaries' visits, gifts and 
decorations policies, U.S. delegations to ceremonies abroad, official 
functions hosted by the Secretary of State and other officials, and 
tribute of appreciation policies. Electronic copies of these records 
created using electronic mail and word processing are proposed for 
disposal.
    11. Department of Transportation, Surface Transportation Board (N1-
134-99-1, 1 item, 1 temporary item). Operating Rights Dockets 
accumulated by the Interstate Commerce Commission (ICC) prior to 1978. 
This schedule reduces the retention period for these files, which were 
previously approved for disposal. Operating rights granted by the ICC 
became null and void when the agency was terminated in 1995.
    12. Department of the Treasury, U.S.-Saudi Arabian Joint Commission 
Program Office (N1-56-99-1, 5 items, 4 temporary items). Reduction in 
retention period for Project Case Files and Telex/Cable Files, which 
were previously approved for disposal. Records consist of contracts, 
agreements, personnel documentation, and cable correspondence relating 
to technical cooperation projects. Paper copies of Project and Program 
Files documenting the chronological development of technical 
cooperation projects are proposed for permanent retention. Electronic 
copies of documents relating to projects created using electronic mail 
and word processing are proposed for disposal.
    13. Department of the Treasury, Internal Revenue Service (N1-58-99-
1, 2 items, 2 temporary items). Miscellaneous records acquired or 
created by the IRS Historian. Records consist of blueprints and layouts 
for displays set up in IRS offices in 1987 to celebrate the Agency's 
125th anniversary. Also included is a record book maintained by the IRS 
building custodian during the years 1911-1916. All other records 
collected by the Historian were previously approved for permanent 
retention.
    14. Department of the Treasury, U.S. Secret Service (N1-87-97-2, 14 
items, 14 temporary items). Records relating to training programs, 
including lesson plans and course documents and files on course 
registration, canine testing, and firearms training. Records also 
include ammunition and weapons inventories and receipts.
    15. Environmental Protection Agency (N1-412-98-1, 2 items, 2 
temporary items). Radiation Facility Site Files, including electronic 
copies of documents created using electronic mail and word processing. 
These records document the investigation of radiologically contaminated 
sites, radioactive waste disposal, and industrial sources of 
radionuclides as pollutants.
    16. Environmental Protection Agency (N1-412-98-4, 5 items, 5 
temporary items). Administrative records pertaining to Resource 
Conservation and Recovery Act (RCRA) land disposal permits and 
Underground Injection Control (UIC) permits, including electronic 
copies of documents created using electronic mail, word processing, and 
other office automation applications. These records, including permit 
applications, draft permits, and public hearing transcripts, are 
created to supplement the RCRA and UIC case file series, which were 
previously approved for permanent retention.
    17. Environmental Protection Agency, Office of Pesticide Programs 
(N1-412-99-11, 3 items, 3 temporary items). Records documenting the 
evaluation and modification of test methods used in the analysis of 
pesticide chemical residue levels. Included are reports, supporting 
documentation, and electronic copies of documents created using 
electronic mail and word processing. Paper records were previously 
approved for disposal.
    18. Federal Communications Commission, Wireless Bureau (N1-173-98-
6, 5 items, 5 temporary items). Antenna Structure Registration Files, 
including FCC Form 854 and related materials, along with electronic 
copies of documents created using electronic mail, word processing, and 
other office automation applications.
    19. Federal Energy Regulatory Commission (N1-138-99-3, 4 items, 2 
temporary items). Working papers and electronic copies of documents 
created using electronic mail and word processing pertaining to mission 
and function statements and related organi-zational files such as 
management studies, workload and staffing reports, and organization 
charts. Recordkeeping copies of these files are proposed for permanent 
retention.
    20. U.S. Office of Government Ethics, Office of Agency Programs 
(N1-522-99-1, 1 item, 1 temporary item). Semiannual expense reports 
submitted by Federal agencies to OGE for non-federally funded travel. 
The reports summarize payments made to an agency from non-Federal 
sources to cover travel, subsistence, and related expenses for an 
employee who attends a meeting or similar function relating to official 
duties.
    21. Office of Strategic Services (N1-226-99-1, 1 item, 1 temporary 
item). Microfilm copies of Research and Analysis Branch numbered 
reports in the custody of the Central Intelligence Agency. Paper copies 
of the reports were previously accessioned into the National Archives 
of the United States.

    Dated: March 5, 1999.
Michael J. Kurtz,
Assistant Archivist for Record Services--Washington, DC.
[FR Doc. 99-6231 Filed 3-12-99; 8:45 am]
BILLING CODE 7515-01-P