Agency records schedules; availability,

[Federal Register: July 13, 1998 (Volume 63, Number 133)]


[Page 37595-37597]

From the Federal Register Online via GPO Access []



Records Schedules; Availability and Request for Comments

AGENCY: National Archives and Records Administration, Office of Records Services--Washington, DC.

ACTION: Notice of availability of proposed records schedules; request for comments.

SUMMARY: The National Archives and Records Administration (NARA) publishes notice at least once monthly of certain Federal agency requests for records disposition authority (records schedules). Once approved by NARA, records schedules provide mandatory instructions on what happens to records when no longer needed for current Government business. They authorize the preservation of records of continuing value in the National Archives of the United States and the destruction, after a specified period, of records lacking administrative, legal, research, or other value. Notice is published for records schedules in which agencies propose to destroy records not previously authorized for disposal or reduce the retention period of records already authorized for disposal. NARA invites public comments on such records schedules, as required by 44 U.S.C. 3303a(a).

DATES: Requests for copies must be received in writing on or before August 27, 1998. Once the appraisal of the records is completed, NARA will send a copy of the schedule. NARA staff usually prepare appraisal memorandums that contain additional information concerning the records covered by a proposed schedule. These, too, may be requested and will be provided once the appraisal is completed. Requesters will be given 30 days to submit comments.

ADDRESSES: To request a copy of any records schedule identified in this notice, write to the Life Cycle Management Division (NWML), National Archives and Records Administration (NARA), 8601 Adelphi Road, College Park, MD 20740-6001. Requests also may be transmitted by FAX to 301- 713-6852 or by e-mail to

Requesters must cite the control number, which appears in parentheses after the name of the agency which submitted the schedule, and must provide a mailing address. Those who desire appraisal reports should so indicate in their request.

FOR FURTHER INFORMATION CONTACT: Michael L. Miller, Director, Modern Records Programs (NWM), National Archives and Records Administration, 8601 Adelphi Road, College Park, MD 20740-6001. Telephone: (301) 713- 7110.

SUPPLEMENTARY INFORMATION: Each year Federal agencies create billions of records on paper, film, magnetic tape, and other media. To control this accumulation, agency records managers prepare schedules proposing retention periods for records and submit these schedules for NARA approval, using the Standard Form (SF) 115, Request for Records Disposition Authority. These schedules provide for the timely transfer into the National Archives of historically valuable records and authorize the disposal of all other records after the agency no longer needs

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the records to conduct its business. Some schedules are comprehensive and cover all the records of an agency or one of its major subdivisions. Most schedules, however, cover records of only one office or program or a few series of records. Many of these update previously approved schedules, and some include records proposed as permanent.

No Federal records are authorized for destruction without the approval of the Archivist of the United States. This approval is granted only after a thorough consideration of their administrative use by the agency of origin, the rights of the Government and of private persons directly affected by the Government's activities, and whether or not they have historical or other value.

Besides identifying the Federal agencies and any subdivisions requesting disposition authority, this public notice lists the organizational unit(s) accumulating the records or indicates agency- wide applicability in the case of schedules that cover records that may be accumulated throughout an agency. This notice provides the control number assigned to each schedule, the total number of schedule items, and the number of temporary items (the records proposed for destruction). It also includes a brief description of the temporary records. The records schedule itself contains a full description of the records at the file unit level as well as their disposition. If NARA staff has prepared an appraisal memorandum for the schedule, it too includes information about the records. Further information about the disposition process is available on request.

Schedules Pending

  1. Department of Agriculture, Grain Inspection, Packers and Stockyards Administration, Agency-wide (N1-463-98-2, 2 items, 2 temporary items). Reduction in retention periods of license issuance records and investigation files, which were previously approved for disposal, to meet requirements of the U.S. Grain Standards Act.

  2. Department of Agriculture, Animal and Plant Health Inspection Service, Agency-wide (N1-463-98-1, 2 items, 2 temporary items). Credit card account set-up files and program holder files documenting the issuance and use of government employee credit cards for agency purchases.

  3. Department of the Army, Army-wide (N1-AU-97-10, 6 items, 6 temporary items). Records relating to logistics and materiel issues, including readiness of aircraft, missiles and ground equipment and the capability of the logistics system to sustain deployed forces in simulated combat.

  4. Department of the Army, Army-wide (N1-AU-97-25, 4 items, 4 temporary items). Reduction in the retention period of special review board records previously approved for disposal. Files relate to suitability evaluation boards, academic evaluation report appeals, officer evaluation report appeals and enlisted evaluation report appeals.

  5. Department of Commerce, National Oceanic and Atmospheric Administration, Agency-wide (N1-370-97-3, 1 item, 1 temporary item). Fishery Management Regulations Guidance Files maintained at NOAA headquarters and regional offices which consist of guidance on the preparation and publication of regulations in the Federal Register, regulatory training materials pertaining to fishery regulations development and regulations pertaining to Fishery Management Plans.

  6. Department of Energy, Alaska Power Administration, Agency-wide (N1-447-97-1, 5 items, 1 temporary item). The single temporary item in this schedule permits the Alaska Power Administration (which will cease operation in 1998) to apply to its records disposal authorities contained in 10 separate schedules approved for analogous records of the Bonneville Power Administration. Records proposed for disposal document payroll, budget, work requests, quality control, line inspections and other day-to-day operations.

  7. Department of Health and Human Services, Health Care Financing Administration (N1-440-98-1, 1 item, 1 temporary item). Demonstration records created by the Office of Financial Management to support the management and payment for research projects conducted by HCFA to test the feasibility of covering currently noncovered services or activities and/or to test alternate reimbursement methodologies. The files include cost reports, financial statements, award/initiation letters, correspondence, progress reports, corrective actions, site visit reports, interim and final reports, desk review programs, notices of program reimbursement, adjustment reports, appeals information (e.g., position papers), payment information, enrollee data and monthly and history edits.

  8. Department of Health and Human Services, Health Care Financing Administration (N1-440-98-2, 1 item, 1 temporary item). Adjusted Community Rate (ACR) Proposals created by individual HMO's consisting of documentation supporting the proposed monthly premium charge to enrolled Medicare beneficiaries.

  9. Department of Health and Human Services, National Institute for Occupational Safety and Health (N1-442-98-1, 4 items, 4 temporary items). Epidemiological Study Records and Employee Exposure and Medical Records. Epidemiological Study Records include medical records and consent forms, questionnaires, notification letters, study protocols, draft reports and peer review correspondence (the final study report is not authorized for destruction). Employee Exposure and Medical Records will be retained for 40 years in accordance with requirements specified in 29 CFR 1910.

  10. Department of Justice, Agency-wide (N1-60-98-3, 1 item, 1 temporary item). Removal of Records Request and Nondisclosure Agreements. Executed printed forms required of all departing employees certifying that documentary materials removed are non-record copies and contain no sensitive information.

  11. Department of Justice, Federal Bureau of Investigation, Criminal Justice Information System Division (N1-65-98-1, 1 item, 1 temporary item). A reduction in the retention period for single fingerprint cards for individuals born prior to 1/1/29, previously approved for disposal.

  12. Department of Justice, Immigration and Naturalization Service (N1-85-98-1, 2 items, 2 temporary items). Firearms Operating Module, an automated system tracking issuance of firearms to INS enforcement personnel.

  13. Department of Justice, United States Parole Commission (N1-438- 98-1, 1 item, 1 temporary item). Parole cases transferred from the custody of the District of Columbia Parole Board to the Commission pursuant to the requirements of P.L. 1005-33.

  14. Department of Treasury, Internal Revenue Service, Assistant Commissioner (International) (N1-058-98-8, 10 items, 10 temporary items). The records consist of Exemption from Withholding on Compensation for Independent Personal Services of a Non-Resident Alien (Form 8233) and two administrative systems: the Territory Post Model System which prioritizes potential international posts-of-duty, and the Centralized International Case Management System, which tracks information pertaining to international examinations.

  15. Department of Treasury, Internal Revenue Service, Service Centers (N1-058-98-12, 20 items, 20 temporary items). The records consist of forms and

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    accounting records created and maintained in the Centers pertaining to revenue collection and accounting; processing, analysis, and disposition of tax returns, tax information and related records; mailing of tax forms, transcription of statistical information and preparation of reports.

  16. Department of Treasury, Internal Revenue Service, Office of the Chief, Management and Administration; Assistant Commissioner, Support Services; Office of the Chief, Headquarters Operations; Office of the Director, Support Services; Regional Commissioners (N1-058-97-9, 42 items, 36 temporary items). The records proposed for disposal consist largely of administrative records pertaining to such matters as air quality management, building renovation projects, management improvement studies, operating plans, space planning, parking programs, work information tracking, and membership in professional organizations.

  17. Department of Treasury, Internal Revenue Service, Service Centers (N1-058-98-11, 1 item, 1 temporary item). A reduction in the retention period for Posting, Payment, and Adjustment Documents, which were previously approved for disposal.

  18. Department of Treasury, Under Secretary, Domestic Finance, Office of Federal Financing Bank (N1-056-98-1, 4 items, 2 temporary items). A reduction in the retention period for Federal Financing Note and Obligation Files and Transaction Files, which were previously approved for disposal.

  19. African Development Foundation, Office of Programs and Field Operations (N1-487-98-1, 4 items, 4 temporary items). Master Grant Documentation Files, including electronic versions of records created by electronic mail and word processing applications.

  20. Environmental Protection Agency, Laboratory Records (N1-412-97- 5, 1 item, 1 temporary item). Employee Occupational Exposure to Ionizing Radiation records consisting of quarterly employee exposure reports, lists of approved radioactive isotope users, Nuclear Regulatory Commission (NRC) correspondence, policies regarding handling of radiation, questionnaires and requisitions for and inventories of radioactive materials. These files will be maintained for 75 years after the termination of the NRC license.

  21. Federal Emergency Management Agency (FEMA), Agency-wide (N1- 311-97-2, 4 items, 2 temporary items). Records of external committees and conferences sponsored by other agencies.

  22. National Archives and Records Administration (N1-GRS-98-1, 2 items, 2 temporary items). An addition to General Records Schedule 1, applicable to all Federal agencies, providing disposition authority for records documenting positive drug test results for Federal employees and job applicants.

  23. Central Intelligence Agency, Agency-wide (N1-263-98-1, 3 items, 2 temporary items). The temporary records include agency posters produced in support of routine events and subjects and pre-production materials. Mission related posters are proposed for permanent retention.

  24. Tennessee Valley Authority, Chief Engineer (N1-142-98-14, 2 items, 1 temporary item). Temporary files of the Chief Engineer consisting of field engineering log books, concreting operations records, progress reports, blasting records and administrative records. Project files relating to water control and related photographs, fatalities at TVA facilities, and Townlift correspondence are proposed for permanent retention.

    Dated: July 2, 1998. Geraldine N. Phillips, Acting Assistant Archivist for Record Services--Washington, DC.

    [FR Doc. 98-18458Filed7-10-98; 8:45 am]

    BILLING CODE 7515-01-P