Records Controls Schedules (RCS) Frequently Asked Questions

Updated November 2024

General Questions About the Repository

Q1: What schedules are in the Records Control Schedule (RCS) Repository?
The repository contains records schedules approved by the Archivist of the United States since May 13, 1973 and active, approved Capstone Forms (NA Forms 1005).

To request inactive Capstone Forms and missing approved record schedules, please contact RCS_Team@nara.gov .

Q2: How can I create a spreadsheet of all schedules for a record group?
After you retrieve the record group, click on the button “Export to Excel”.

Q3: If I cannot find a schedule when I search a record group, what are the next steps?
Check that the schedule number format is correct. See Key for SFs-115 and Records Schedule Numbering for the correct formats.

If the schedule number is correct and you cannot find a schedule after searching a record group, contact the Scanning Team at RCS_Team@nara.gov and provide the following:

• schedule number
• topic(s) (i.e. inspections)
• any document which refers to the schedule (i.e. copy of a page from an agency manual which cites the schedule number).

The RCS Team will research the question and reply to you.

Q4: Where can I see newly approved records schedules?
See the list at Recently Approved Schedules. This list includes all recently posted schedules, including both newly approved and  updated schedules.

Q5: Can I sort the schedules by job numbers so the recent schedules appear at the top of the list in the search?
When you click on the Number/Filename column it sorts alphabetically and then numerically. More recent schedules will appear at the top of the list if the schedule number begins with DAA.

General Questions About the Records Schedules

Q6: Are the hard copy (SFs-115) and electronic submissions (via ERA) different from one another? 

NARA assigns a unique job number to each schedule. The number enables NARA to track every schedule. The format of the job number has changed through the years. See Key for SFs-115 and Records Schedule Numbering. 

Q7: How do I know if a schedule item is active and valid?
Records schedules submitted in ERA (those with job numbers starting with DAA) will have a status that indicates if the schedule is active or inactive. Individual items will also be marked as inactive. Schedule and item statuses are updated as items are superseded by later schedules or otherwise become inactive.

SFs-115 will have a cover sheet listing active and inactive items to assist the user of the records schedule. These sheets are updated as records are reviewed and/or rescheduled by agencies.

Most, but not all, Record Groups have been reviewed for inactive schedules. Inactive schedules are labeled in the RCS. Even those that have been reviewed, however, may not identify all inactive schedules or items. It is best to verify with the Agency Records Officer whether a particular disposition item is still in use by the agency. 

Q8: What is the approval date of a schedule?
The date of approval is the date the Archivist of the United States signed the schedule.

Questions About Inactive and Rescinded Markings on Records Schedules 

Q9: What is a withdrawn item on an approved schedule?
NARA withdraws (cancels) an item when the agency and NARA need additional time to discuss the description of the item or the proposed disposition. NARA has not approved withdrawn items and agencies cannot use withdrawn items for disposition.

Withdrawn items on SFs-115 are usually lined through on the schedule. They may also be stamped with the word “Withdrawn.”

Withdrawn items on records schedules submitted via ERA will be identified as “withdrawn” in the item status field. Current practice is to remove items from schedules prior to approval rather than change their status to withdrawn.

Q10: What does an “Inactive” or “Partially superseded” label or status on a schedule mean?
Schedules with an inactive label or status mean that newer authorities have superseded all items on the schedule or that the items are obsolete. There are many reasons why an item may become obsolete, but it is most common with one-time transfers or disposals where the records have been transferred or destroyed.  

Federal agencies cannot use inactive items for disposition. 

The partially superseded label means that some, but not all, items on the schedule are inactive.

On SFs-115 the item may be lined out or the SFs-115 will have a cover sheet explaining which items are active and which are inactive. On schedules submitted via ERA the field “item status” will be inactive, and the “inactive status explanation” field provides a reference to the new authority. If all the individual items on a schedule are marked as superseded by a later schedule or obsolete, the entire schedule will be marked as inactive.

Q11: What does the lack of a signature by the Archivist of the United States on a schedule mean?
A signature, or a stamp saying a signature is not required, must be present in the upper right corner of the first page of the SF-115 for the schedule to be an approved schedule.

Q12: What does a “Rescinded” label on a schedule mean?​ 
In rare situations the Archivist of the United States may rescind an approved disposition authority in accordance with 44 U.S.C. 2909 and 36 CFR 1226.16. Once rescinded the schedule or schedule item(s) may no longer be used to disposition records.

Questions About Lined-Through Items, Annotations, and Redactions

Q13: What are lined-through items on SFs-115? 
NARA personnel lined through items on SFs-115 during the appraisal process when

• the records were covered by an existing General Records Schedule item, or
• the records were previously approved on an earlier records schedule and there are no changes to their disposition on the new schedule, or
• the items were withdrawn.

Lined-through schedule items are not approved and Federal agencies cannot use them for disposition. 

Q14: Does NARA remove lined-through items and other markings on SFs-115? 
No, NARA does not remove lined-through items or other markings and annotations on SFs-115. NARA personnel lined-through and/or marked SFs-115 according to NARA policy and procedure at the time. Because records schedules are a permanent record for NARA, all line-throughs and other markings remain on the schedule.

Q15: What is the purpose of the handwritten notations on a SF-115?

Prior to signature by the Archivist of the United States, NARA personnel

• line through items which will not be approved, or
• write revisions with approval of the agency, or
• note other actions.

In addition, after the Archivist of the United State signed a SF-115, NARA personnel noted changes (with the concurrence of the agency) that did not need the Archivist's approval, such as revised transfer instructions. 

Q16: Why are parts of some schedules redacted (blacked out) or removed?
Some schedules of intelligence agencies and their predecessors may contain classified information or information withheld under a specified statute in accordance with 5 U.S.C. § 552(b)(3) of the Freedom of Information Act (FOIA). This includes information such as the organization and function of the agency and the names and identifiers of most of its employees. These are the current (b)(3) statutes generally used:

• Central Intelligence Agency (CIA): 50 U.S.C. § 403(g); Section 6 of the CIA Act of 1949;
• Defense Intelligence Agency (DIA): 10 U.S.C. § 424;
• National Reconnaissance Office: same as DIA;
• National Geospatial - Intelligence Agency: same as DIA;
• National Security Agency: 50 U.S.C. § 402; National Security Act of 1959;
• Office of the Director of National Intelligence (ODNI) (50 U.S.C. 3024(m)(1)).

Q17: Why are some schedules identified as classified and some as a public use version?
NARA does accept and process classified records schedules from agencies when necessary. Since 1994, agencies have been advised to provide a public use version of a classified records schedule upon submission to NARA. When agencies have provided a public use version it is posted to the Records Control Schedule repository along with the schedule identification. 

Agencies were not required to submit a public use version with a classified schedule prior to 1994. For those approved schedules only a placeholder will be posted to the Records Control Schedule repository.

You will need to submit a Freedom of Information Act (FOIA)/Mandatory Declassification Review (MDR) request to the NARA Office of the General Counsel to seek access to the classified version of this records schedule.

Instructions on how to submit a request for access can be found on https://www.archives.gov/foia.