Procedure for Examining and Endorsing Plans at the National Archives
The National Archives and Records Administration (NARA) plays a vital role in ensuring the proper management and preservation of federal records. One of its key responsibilities is reviewing and approving Request for Records Disposition Authorities (RDRA) from federal agencies. Here's an overview of the general process involved in NARA's review and approval of RDRA.
Pre-Registration Review -----------------------
The process begins when federal agencies submit their RDRA to NARA for an initial review. This review checks if the request is properly formatted and if all necessary information is provided. NARA also verifies that the request complies with federal regulations and guidelines related to records management.
Appraisal ----------
Following the preliminary review, NARA conducts an appraisal to assess the historical, informational, or administrative value of the records. This involves evaluating whether the records are essential for ongoing government operations, have historical significance, or serve other purposes. If necessary, NARA may consult with historians, archivists, or other stakeholders to fully understand the records' significance.
Public Comment Phase ---------------------
After the appraisal, NARA publishes a notice in the Federal Register announcing the proposed disposition of the records and soliciting public comments. During this phase, the public, including researchers, historians, and other stakeholders, can provide input on whether the records should be retained or disposed of. NARA reviews the comments received during the public comment period to consider additional perspectives on the value and disposition of the records.
Approval and Implementation ----------------------------
Based on the appraisal and public comments, NARA makes a final decision regarding the disposition of the records. If approved, NARA issues a disposition authority that outlines how the federal agency may dispose of the records. The federal agency then implements the approved disposition plan, ensuring that records are handled in accordance with NARA's guidelines. NARA may conduct periodic reviews to ensure compliance with the disposition authority and federal regulations.
It's worth noting that the exact process may vary based on NARA's specific policies and guidelines. For precise details, it would be best to consult NARA's official documentation and guidelines on the review and approval of RDRA.
In addition, agencies should prepare for appraisal meetings by discussing specific schedule appraisal issues with NARA staff, identifying key program officials, collecting contact information, arranging access to records, and finalizing meeting dates and locations. Review of schedules covering records with legal rights implications or potentially permanent series is more time-consuming.
The public has 45 days to submit comments on these schedules via regulations.gov or mail. NARA may revise schedules prior to approval due to issues arising from appraiser's review, input from other NARA units, or public comments. Approximately 25%-30% of all schedule items pertain to records that have never been scheduled before or have changes in retention periods for series already approved for disposal. Revisions often involve changes in the disposition of a series or modifications in the retention period for a temporary series.
After NARA and the agency resolve any issues, the schedule is finalized, and a dossier is created. For records schedules of unusual public interest, NARA may use additional strategies to elicit public comment. Processing simple schedules takes approximately six months or less, while complex schedules may take up to a year. An appraisal meeting is usually arranged between NARA staff and agency personnel after a schedule is formally registered for processing. NARA considers all comments and posts a "Consolidated Reply" summarizing comments, responses, and any changes made to the proposed records schedule. The Federal Register stage is the lengthiest portion of the schedule review process.
By following these steps, NARA ensures the proper management and preservation of federal records, maintaining a valuable historical record for future generations.
- The review and approval process for Request for Records Disposition Authorities (RDRA) by the National Archives and Records Administration (NARA) involves not only federal regulations and guidelines but also the politics of public input, as the public is encouraged to provide comments during the Public Comment Phase, contributing to the retention or disposal of records.
- In the realm of policy-and-legislation and general-news, the role of the National Archives and Records Administration (NARA) is significant, with their work on Request for Records Disposition Authorities (RDRA) involving not only the management and preservation of federal records, but also the appraisal of records' historical, informational, or administrative value, and the public's opportunity to influence this process during the Public Comment Phase.
