Federal Records Management

NWM 05.2011

December 1, 2010

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

I am pleased to notify you that NARA has issued a new Frequently Asked Questions (FAQ) document that provides guidance to agencies about the types of changes that can be made to approved records schedules without submitting a new Standard Form (SF) 115, Request for Records Disposition Authority. The FAQ is available on the NARA web site at:. http://www.archives.gov/records-mgmt/faqs/previously-approved-schedule-items-faq.html.

The FAQ formalizes NARA's policies and practices regarding these types of changes, which are often referred to as "pen-and-ink" changes. The FAQ provides guidance for when agencies are required to notify NARA when making certain changes, and when agencies are required to submit a new SF 115. Examples of common "pen-and-ink" changes discussed in the FAQ include changes to:

  • item titles and descriptions,
  • instructions for transferring records to a NARA Federal Records Center or other records storage facility,
  • accessioning instructions for permanent records,
  • pre-accessioning instructions for permanent electronic records, and
  • numbering or organization of agency disposition manuals

If you would like additional information regarding this bulletin, please contact your appraiser who can provide any additional information you might need. If you do not know who your assigned appraiser is, you will find a list of the appraisal and scheduling work group and regional contacts on the NARA website at www.archives.gov/records-mgmt/appraisal/

Modern Records Programs