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Submitting GRS Notifications

Authority: 36 CFR 1227.12(a)(3)

Use of the GRS is mandatory. NARA expects agencies to use the GRS except in limited circumstances. If we issue new or revised items and your agency wants to continue using your existing disposition item you must submit a GRS Notification.

Purpose of GRS Notifications

GRS Notifications allows NARA to determine if the agency's disposition is appropriate.

Why might an agency authority no longer be appropriate:

  • The GRS retention has changed to follow new or revised statutes or regulations. If an agency item does not align with the GRS, the agency could be at risk of improperly destroying records.

  • The GRS disposition is different from the agency’s disposition authority. Sometimes the GRS may schedule records as temporary that your agency has identified as permanent. NARA makes these decisions only after considerable study and internal agreement. GRS Notifications allow NARA to reassess the value of the agency item to decide if it is still appropriate.

How to tell if you need a GRS Notification

Ask yourself the following questions:

  1. Has NARA issued a new GRS item that covers records in your agency?
  2. Does your agency have an approved disposition item for those records? 
  3. Do you still want to use that approved disposition item?

If you answer yes to all the questions above, you may need a GRS Notification. The final question to ask is:

      4.  Is the related GRS item marked mandatory? If the GRS is marked mandatory, you must use the GRS. If the GRS is not marked mandatory, you may submit a GRS Notification requesting to continue use of your agency-specific disposition item. You may continue using your existing item if NARA approves your notification.  

Your agency must only follow either your existing approved schedule or the new GRS. Individual offices cannot choose to use one while other offices choose the other.

How to submit a GRS Notification

  1. Download and fill out the form NA-1007, Notification to use Agency Approved Disposition Authority Rather than GRS Approved Disposition Authority.
  2. Send an email to GRS_team@nara.gov with the subject heading "<Agency name> GRS Notification." Attach the spreadsheet to the email.

You must submit GRS notifications within 120 days of issuance of a new GRS.

NARA will review the notification and let you know if it is approved or not.

If your GRS Notification is not approved NARA will discuss options with you.

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