Agency records schedules; availability,

[Federal Register: August 12, 1998 (Volume 63, Number 155)]

[Notices]

[Page 43196-43197]

From the Federal Register Online via GPO Access [wais.access.gpo.gov]

[DOCID:fr12au98-82]

NATIONAL ARCHIVES AND RECORDS ADMINISTRATION

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 September 28, 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 records.mgt@arch2.nara.gov.

[[Page 43197]]

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. E-mail: records.mgt@arch2.nara.gov.

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 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, Animal Plant Health Inspection Service, Scientific Services Division (N1-463-96-1, 38 items, 34 temporary items). Records relating to the regulation of the environmental release, import, field testing, and inter-state movement of genetically-engineered crops and organisms. Administrative records, permit files, and files relating to petitions to deregulate currently regulated crops or organisms are proposed for disposal. Special studies and records covering policy and guidelines are proposed for permanent retention.

2. Department of Commerce, Patent and Trademark Office (N1-241-98- 2, 5 items, 5 temporary items). Network and systems operations and maintenance records from the Office of the Chief Information Officer and textual and electronic records for four electronic systems which perform day-to-day administrative functions: Job Application Rating System, Patent Search Room Badge System, Enterprise Call Center System, and the Revenue Accounting and Management System.

3. Department of Defense, Office of the Secretary of Defense (N1- 330-98-3, 2 items, 2 temporary items). Reduction in the retention period for health research protocols and grants, which were previously approved for disposal. Electronic versions of these records created by electronic mail and word processing applications are also proposed for disposal.

4. Department of Defense, Office of the Secretary of Defense (N1- 330-98-2, 4 items, 4 temporary items). Reduction in the retention period for records relating to continuing nursing and medical education programs, which were previously approved for disposal. Electronic versions of these records created by electronic mail and word processing applications are also proposed for disposal.

5. Department of Housing and Urban Development (N1-207-98-4, 6 items, 6 temporary items). Budget Office subject files primarily dealing with the Administrative Operations Fund. Records date from the period 1958 to 1972. Also included are Federal Housing Administration computer printouts relating to insurance reserves and mortgage and major home improvement loan insurance.

6. Congressional Commission on Servicemembers and Veterans Transition Assistance (N1-220-98-9, 5 items, 2 temporary items). Panel files and electronic mail and word processing records. Files proposed for permanent retention include subject files, reports and other publications and the files of the executive director and the executive administrative director.

7. Social Security Administration, Division of Representative Payment and Evaluation (N1-47-98-1, 1 item, 1 temporary item). Form SSA-6233-BK ``Representative Payee Report of Benefits and Dedicated Account'', which is a statement of monthly benefits and funds in a dedicated account involving Title XVI or concurrent claims.

8. Tennessee Valley Authority, Procurement Division (N1-142-98-15, 2 items, 2 temporary items). Electronic data interchange trading agreements including related electronic mail and word processing records. These administrative records allow the agency to transmit common business documents electronically to agency vendors.

9. Tennessee Valley Authority, Resource Group (N1-142-98-12, 1 item, 1 temporary item). Computer printouts from a defunct agency program containing data concerning land use, facilities, crops, livestock and fertilizer use. A sample of these records was previously approved for permanent retention.

10. Tennessee Valley Authority, Human Resources Division (N1-142- 97-27, 1 item, 1 temporary item). Files of a defunct agency study group tasked with studying options for health care and other employee benefit programs.

Dated: July 31, 1998. Geraldine N. Phillips, Acting Assistant Archivist for Record Services--Washington, DC.

[FR Doc. 98-21592Filed8-11-98; 8:45 am]

BILLING CODE 7515-01-P