Records Managers

AC 21.2018

June 18, 2018

MEMORANDUM TO FEDERAL AGENCY CONTACTS: Agency Review of New Draft General Records Schedules

We have prepared drafts of additions to four General Records Schedules (GRS) and one new GRS. We invite all Federal agencies to participate in reviewing the attached drafts:

GRS 1.1 (additions): Government purchase/travel credit card application records
GRS 2.1 (additions): Adverse impact and employee recruitment records
GRS 4.2 (additions): Alterations to three items and seven new items covering Privacy Act complaints and Controlled Unclassified Information program records
GRS 5.7 (additions): Environmental monitoring records
GRS 6.7 (new): Legal records

These drafts are being sent to you before being published in the Federal Register. We would like to hear from agencies first so that what eventually appears in the Federal Register already has your approval as our stakeholders.

We have learned that we receive the most useful information from agency subject matter experts (SMEs)—agency staff working in functions whose records the schedules describe. Please forward these drafts to your agency SMEs. Their feedback will be invaluable. Their review - and yours - should focus on these questions:

  • Are records correctly and completely described?
  • Are retention periods too long, too short, or just right?
  • Are items missing that should be included?
  • Are items present that should be deleted?

Please use the attached comment forms to submit comments.

We appreciate your staff taking the time to review these drafts and provide comments. These schedules will affect every agency throughout the Federal Government. You may still dispose of records using the current GRS until the new schedules are approved and transmitted to agencies for implementation.

Please send any questions and comments to GRS_Team@nara.gov. We will accept comments through July 18, 2018.

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

Attachments:
GRS 1.1 additions comment form.docx
GRS 1.1 additions review package 6-6-18.pdf
GRS 2.1 additions comment form.docx
GRS 2.1 additions review package 6-6-18.pdf
GRS 4.2 additions comment form.docx
GRS 4.2 additions review package 6-6-18.pdf
GRS 5.7 additions comment form.docx
GRS 5.7 additions review package 6-6-18.pdf
GRS 6.7 comment form.docx
GRS 6.7 review package  6-6-18.pdf