AC 31.2016

June 13, 2016

MEMORANDUM TO FEDERAL AGENCY CONTACTS: Updates to FAQ About Changes to Previously Approved Schedule Items

As of the date of this communication, the National Archives and Records Administration (NARA) is updating “Frequently Asked Questions About Changes to Previously Approved Schedule Items,” to no longer allow changes to records schedules that were submitted prior to fiscal year 2000. Any schedules needing modification submitted prior to fiscal year 2000 must be submitted through the regular scheduling process as a new records disposition request.

On December 1, 2010, NARA issued an FAQ outlining acceptable “pen-and-ink” changes to previously approved schedule items that could be accomplished without submitting a new Request for Records Disposition Authority (i.e., SF 115 or DAA). These modifications, described in the FAQ, are still permissible provided the content, subject, or function of the records has not changed. However, NARA will no longer accept requests for changes to schedule items submitted prior to fiscal year 2000. These schedules can be identified through the fiscal year number embedded in the NARA assigned schedule number. A key to records schedule numbering may be found on our website.

The recordkeeping copy of all schedules submitted for review and approval prior to fiscal year 2000 were accessioned to the National Archives as permanent records several years ago. Upon review of our existing procedures, we have concluded that altering accessioned records, as is done through “pen-and-ink” changes, is not appropriate. In addition, schedules submitted prior to fiscal year 2000 may be outdated and may benefit from a thorough review and re-scheduling.

Any existing, approved changes to previously approved schedule items processed under the FAQ will remain valid. Changes to previously approved schedules submitted in fiscal year 2000 and after, and which meet the guidelines outlined in the FAQ, are still eligible for “pen-and-ink” changes. Any new schedules submitted solely due to this new requirement, including those related to the accessioning of permanent records, will be prioritized for processing.

If you have any questions about the change in the FAQ or changes to previously approved schedules generally, contact your agency records officer or your NARA appraiser. Please refer to the NARA Records Management Contacts list on our website.

LAURENCE BREWER
Chief Records Officer
for the U.S. Government