Arranging Time Tables

In the realm of federal records management, creating and updating file plans plays a crucial role in maintaining a well-organised and efficient system. Here's a step-by-step guide on how this process unfolds:

Understanding the Functions: The first step involves reviewing the office or program's activities to identify the records that are generated.
Inventory Review: The next step is to consult the current inventory of the office's or program's records to identify the records that are being maintained.
Matching Records: The identified records are then matched with those described in the records schedule (disposition schedule). Any unscheduled or unclassified records that require disposition authorities should be notified to the records manager.
Developing the File Plan: Based on the matched records and disposition schedules, a file plan is prepared. This plan should clearly state the office or program name, the preparer's name and contact information, date, reviewers, and approvers, an identifier such as a file code, series or system title and description, records location, disposition instructions based on approved records schedules, disposition authority citation, and any other relevant details.

File plans serve as concise, easy-to-reference tools for staff to manage records within a specific office or program and ensure proper disposition of records. They are particularly important when using aggregate item schedules, helping staff correctly identify which specific record series correspond to aggregate schedule items.

Additional relevant steps in the records management process include determining responsibility and resources for records management, identifying records needed to document organisational functions, matching the inventory of records to authorised records schedules, organising records by categories and sub-categories in the file plan, documenting detailed recordkeeping procedures, responsibilities, timing, and disposition processes within the file plan, and periodically reviewing and updating the file plan to reflect changes in functions, records, or disposition authorities.

Transferring and Destroying Records

When it comes to the disposal of records, there are certain guidelines to follow. Records outside the territorial limits of the continental United States when war or other hostile action exists or threatens may be destroyed. However, your agency may only destroy records based on an approved agency schedule or the GRS (General Records Schedule).

Each transfer of records would contain 5 years of records. To request a temporary extension, an email should be sent to [email protected] with the required information. When destroying records under certain conditions, the responsible agency official must send NARA a statement describing the records and explaining when and where they were destroyed within 6 months of destruction.

NARA-approved retention periods for temporary records are normally mandatory, but there are exceptions. Temporarily extending temporary retention periods is possible in special circumstances, and agencies may request a temporary extension by sending NARA a request.

When transferring records, agencies may transfer them every 5 years using the example provided. The blocking instruction indicates the frequency of transfer and the date range expected in a transfer. Agencies may transfer records to another agency with NARA's approval, or donate temporary records to an eligible person or organization with NARA's approval.

Records whose physical condition makes them a menace to human health or life and to property may be destroyed. Under certain conditions, agencies may destroy records regardless of schedule provisions.

Finally, it's important to note that agencies must get written approval from NARA to keep permanent records that are eligible for transfer. Records become the legal custody of NARA when NARA changes the status of Transfer Request (TR) in ERA 2.0 to "Custody Accepted."

Discussing the federal records management process, policies and legislation regarding this matter are critical in ensuring the efficient handling of records, particularly when deciding the disposition of records based on approved records schedules or the General Records Schedule.
In the realm of politics, general news outlets often report on changes in policy-and-legislation, such as adjustments to records management guidelines, including the transferring and destroying of records, which can significantly impact the day-to-day activities of federal offices and programs.