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GRS Transmittal 23

by on September 17, 2014

The Office of the Chief Records Officer is happy to announce the publication of GRS Transmittal 23 (.pdf). This transmittal makes available five new General Records Schedules:

  • GRS 1.1: Financial Management and Reporting Records
  • GRS 1.2: Grant and Cooperative Agreement Records
  • GRS 3.1: General Technology Management Records
  • GRS 3.2: Information System Security Records
  • GRS 4.3: Input Records, Output Records, and Electronic Copies

It also includes the “old” General Records Schedules marked up to show superseded and active items as well as guidance and tools to help with implementation.

What is a GRS Transmittal?

A GRS Transmittal is how NARA issues new General Records Schedules. New schedules are not available for use until they are formally transmitted to agencies. Long ago, NARA issued a complete version of the GRS in each transmittal, then we gradually shifted to issuing only new parts of the GRS. As we are now in the process of revising all schedules, we will be issuing a complete new version of the GRS in each transmittal. These transmittals will include both the new schedules as well as the old schedules that still have active items. Not all items on each of the old schedules will be superseded at once due to the way we are revising the GRS.

Guidance and Tools in GRS Transmittal 23

  • Crosswalks showing the relationships between both new to old and old to new items.
  • Schedule specific FAQs.
  • FAQs about the GRS in general as well as the GRS update project.
  • An implementation checklist to help walk agencies through the steps of updating their records disposition manuals to match the new GRS.

Things to Keep in Mind

  • Agency Records Officers must disseminate the new schedules within their agencies no later than March 2015.
  • Use of the new GRS is mandatory and applies retrospectively and day-forward for all described records.
  • If your agency intends to use agency-specific schedule items instead of the new General Records Schedules, you must inform within 120 days. You will need to provide the agency-specific schedule and item number as well as the related GRS item.

For more information, please visit the GRS webpage or contact the team at

Release of OMB M-14-16

by on September 16, 2014

Yesterday, the Office of Management and Budget and the National Archives released a Memorandum (.pdf)  to the heads of agencies on Guidance for Managing Email. This Memorandum also includes NARA Bulletin 2014-06.

This Memorandum reinforces the importance for each agency to manage their email properly and the need for all Federal employees to be aware of their responsibilities for managing email records. As you know, this has been an important issue for Congress and the Administration over the last few months. It is also an animating issue as we continue to work towards the goal in the Managing Government Records Directive (OMB M-12-18) that all email be managed electronically by the end of 2016.

Our Bulletin 2014-06 reminds agency heads of existing NARA guidance and resources to assist in managing email. This includes our Capstone Bulletin and other resources located here.



Sometimes, you get so caught up in the day-to-day world of work that it is easy to overlook some significant milestones. The end of August is the time of year when our office has two significant milestones to celebrate. In 2012, the Managing Government Records Directive was released on August 24. And on August 29, 2013, we issued the groundbreaking Capstone approach to managing email. Earlier this week, we took time to mark these milestones, with, what else, cake.

Image of two cakes









Our staff enjoyed the opportunity to take a few moments to mark all the work that has been accomplished over the last few years. It’s been a busy few years and we anticipate it will get even more busy as all of us in the Federal records community work toward the 2016 and 2019 goals in the Directive. Use the comments to let us know how we are doing. Stay tuned.

And yes, no Federal records were harmed in the baking, cutting or consuming of these cakes.

Chief Records Officer for the US Government Paul Wester cutting into the cakes

Chief Records Officer for the US Government Paul Wester cutting into the cakes

We are requesting comments on a draft NARA Bulletin entitled “Determining the Appropriate Age for Scheduling Permanent Records Transfers to the National Archives.”

This draft Bulletin provides Federal agencies with guidance on determining the appropriate age at which permanent records, regardless of their media or format, should be scheduled for transfer to the National Archives and Records Administration (NARA). The Bulletin also has a questionnaire for agencies to use when determining appropriate transfer age.

NARA Bulletins are designed to provide fundamental guidance to Federal agencies who must then determine the most appropriate ways to incorporate the guidance into their work.

Please make your comments about the draft Bulletin and questionnaire by September 10, 2014. We will review all the comments we receive. Thank you.

We will offer The Case for Records Management: Issues for Federal Agency Counsel in College Park, MD on October 21, 2014.

Why attend?

Legal professionals know when business-critical information is missing or inaccessible, an agency risks damage to its reputation, failure to perform its mission, and expensive litigation. This half-day briefing by National Archives and Records Administration legal and records management staffs will discuss issues related to discovery, records retention and legal holds, and electronic information.

Who should attend?

This briefing is targeted toward general counsel, inspectors general, attorneys and paralegals interested in the management of their own records and/or responsible for providing legal direction in Federal agencies regarding agency records management and litigation.

Location:  Archives II, College Park, MD

Date:  Tuesday, October 21, 2014

Length – 1/2 Day   9:00AM – 12:00 Noon

Cost: none

Enroll by clicking here

For persons unable to travel to College Park, a recording of an earlier briefing is available on our YouTube channel.

Part I: Approximately 80 minutes.

  • Key points in Federal statutory and regulatory requirements that relate to agency records
  • Best practices in building a defensible records management program
  • Counsel’s role in an agency records management program
  • Challenges and legal issues associated with electronic records

Part II: Approximately 75 minutes.

  • The Nexus Between E-Record Keeping and E-Discovery
  • Email, Backup Tapes, Metadata
  • Legal Holds on Records and the Duty of Agency Counsel
  • The Presidential Memorandum and Implementing the Managing Government Records Directive

March 2015
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