Revised Timetable Announcement
========================================================================================
In the world of government records management, keeping records schedules up-to-date is crucial. This article provides an overview of the process for revising and updating records schedules, as well as some key points to consider when dealing with electronic records.
Agencies are tasked with reviewing their records schedules regularly to identify any necessary changes due to changes in legislation, programs, automation, reorganizations, or other operational changes. When an interagency reorganization occurs, a new records schedule must be submitted.
When changes in legislation or program regulations, priorities, policies, procedures, or information flow occur, agencies may need to revise their records schedules. Discontinued programs and responsibilities, new programs and responsibilities, automation of work processes, internal reorganizations affecting the nature, content, and importance of existing records may also lead to schedule revisions.
Agencies must review their schedules when the National Archives and Records Administration (NARA) issues a new or revised General Records Schedule (GRS). New schedules are not required when temporarily extending the retention of temporary records or changing the transfer period for permanent records. However, a new schedule is required to update an existing schedule.
When agencies propose changes to existing records schedules, they can suggest changes through internal review and formal recommendation forms. This process may involve using forms such as the Records Disposition Change Recommendation Form to propose changes based on factors like new laws, program updates, or automation impacts.
Agencies must submit new or revised records schedules to NARA for approval, especially when new records are not covered by existing schedules or the General Records Schedule (GRS). NARA reviews these submissions and may seek public comments before final approval by the Archivist of the United States.
Once approved, agencies apply the updated schedules to their records management, promptly disposing of temporary records after their retention periods and transferring permanent records to the National Archives as scheduled. If at any time a schedule does not meet an agency’s needs, a new submission for schedule revision must be made to NARA to maintain legal authority for the disposition of records.
When it comes to electronic records, some schedules do not apply, and agencies cannot use these schedules for digital versions of the records. Digitized records that do not meet NARA digitization standards require separate consideration. Digital versions of records maintained on an agency website require scheduling as their own record type.
Revisions related to the informational content or the function of records, especially when records move from an analog to a digital format, require a new records schedule. Making records scheduled as temporary media neutral requires rescheduling the records. Changing the approved disposition of records from permanent to temporary or vice versa also requires a new records schedule. Changing retention periods for previously scheduled records also necessitates a new records schedule.
Agencies must submit a new schedule to aggregate already scheduled series or to break up an aggregate item. Agencies can set a longer retention for records covered by GRS items without NARA approval, as long as the GRS items allow for longer retention.
For more information on updating aggregate item schedules, see the Guide to Aggregate Item Schedules. GRS 4.5 provides disposition authority for source records, but there are exclusions.
In summary, agencies suggest changes via internal review and formal recommendation forms, and update schedules through a NARA-reviewed approval process that ensures schedules remain current with agency programs and regulations.
In the context of continuous personal growth and self-development, individuals might regularly review their personal records schedules, similar to how agencies do in government records management, to identify any necessary changes due to life events, program changes, or other operational changes, just as agencies deal with changes in legislation or automation.
Just as agencies submit new or revised records schedules to maintain legal authority for the disposition of records, an individual might submit a revised personal schedule to maintain organization and effectiveness in their personal lives, especially when faced with new experiences, changes in career, or personal growth.
