Agency Resources for efficient Records Retention during Termination

Agency Resources for efficient Records Retention during Termination

The National Archives and Records Administration (NARA) has outlined specific procedures for federal agencies undergoing organizational changes, as detailed in Part 1260 of its regulations. These guidelines ensure the proper management of records, including electronic and special media records, during these transitions.

Agencies are responsible for managing their records schedules, with Agency Records Officers overseeing this task within their respective departments. Federal agencies must adhere to the laws outlined in 44 USC Chapter 21, § 2104, 44 USC Chapter 21, §2107, 44 USC Chapter 21, § 2108, 44 USC Chapter 29, § 2907, and 44 USC Chapter 29, § 2908.

To manage records during organizational changes, agencies should:

1. Identify and remove superseded or obsolete disposition authorities through inventory review.
2. Update records disposition manuals, filing instructions, and management applications to reflect new or revised schedules.
3. Disseminate updates to all relevant staff, including records liaisons, IT personnel, and program heads.
4. Train staff on using new schedules and disposition requirements.
5. Maintain file plans or records management system guidance to assist proper records handling.

For electronic and special media records, agencies must adhere to standards ensuring protection throughout the record's lifecycle, including metadata requirements for digital archival records. These digital records must be managed to comply with established disposition authorizations and transferred appropriately to the National Archives or responsible authorities once retention periods expire.

Regarding transfers of permanent records to the National Archives, agencies need to submit schedules with detailed descriptions, inclusive dates, volume, and annual accumulation data for permanent records. Transfers usually occur after 15 years for unclassified and 25 years for classified records, unless earlier or later transfer is justified and NARA approves via specific checklists. Early or late transfers require completion of NARA checklists to evaluate appropriateness but do not guarantee approval.

Federal agencies also have responsibilities for economical and efficient records management, including transferring inactive records to off-site storage when necessary and ensuring continuing availability and security as per state or federal guidelines.

For questions about this page or NARA's federal records management guidance, contact [email protected]. The webpage provides resources such as an Agency Drawdown Checklist, Abridged Drawdown Checklist, Checklist for Proposing Early Transfer of Permanent Records, Identification of Records, Nonrecord Materials, and Personal Papers. Additionally, NARA offers online and microlearning lessons for training purposes.

Part 1256: Access to Records and Donated Historical Materials provides guidelines on obtaining access to records of defunct agencies, while Part 1231: Transfer of Records from the Custody of One Executive Agency to Another governs the transfer of records between federal agencies. Part 1225: Scheduling Records requires agencies to reschedule or review their records schedules at specified intervals. Accessioning Guidance is also provided, including Accessioning Textual Records, Accessioning Electronic Records, and Accessioning Special Media Records.

Lastly, the declassification of classified national security Executive Branch information that has been accessioned by NARA is the responsibility of a specified entity, as per Part 1260. Similarly, the declassification of foreign government information in NARA's holdings is the responsibility of a designated party, as outlined in Part 1260. NARA follows the Regulations Implementing the Privacy Act of 1974 (Part 1202) in its operations.

In summary, federal agencies undergoing organizational changes must rigorously follow NARA-approved scheduling and disposition procedures, update documentation and training, comply with metadata and digital record standards, and carefully plan transfers of permanent records using NARA’s formal processes and checklists.

Read also:

• Court petitions to reverse established decision on same-sex marriage legalization
• Independence supporters in New Caledonia refuse agreement offering authority without a vote on sovereignty
• Proposed Standardization of Food Labeling Laws Among Member States by the Commission
• Experimenting with Merz's Germany has stretched into an extended period of time, resembling a numerous three-month duration.