Changes to Timetables
In the realm of government records management, changes are inevitable. These alterations can stem from a variety of sources, such as changes in legislation, program priorities, or the automation of work processes. To ensure compliance, agencies must update their record schedules in accordance with the National Archives and Records Administration (NARA).
When the existing disposition authority no longer meets an agency's needs, they propose changes by submitting a new schedule to NARA. This could involve requesting new disposition items or deviations from existing General Records Schedules (GRS).
The process for reviewing and updating these schedules is systematic. Agencies first monitor their current schedules to identify if the disposition authorities remain adequate for their needs. If changes are necessary, they submit new or revised schedules to NARA for approval.
Once approved, agencies implement the changes by training their staff on how to apply the updated schedules. This includes the use of file plans and tagging records appropriately. The schedule is then applied to all records, unless specified otherwise.
Agencies must adhere to guidelines such as avoiding unnecessary filing, regularly breaking files, and timely destruction or transfer of records as per retention periods.
NARA may also issue bulletins when approving extensions for records common to multiple agencies, and agencies are notified of such changes.
When rescheduling previously approved disposition items, agencies must list any superseded schedule items, state whether the superseded item is superseded fully or in part, and be prepared to explain to the appraiser why the records are being rescheduled.
In the case of interagency reorganizations, agencies must submit a new records schedule. Some schedules do not apply to electronic records, and agencies cannot use these schedules for digital versions of the records.
Digitized records that do not meet NARA digitization standards require separate scheduling. Digital versions of records maintained on an agency website require scheduling as their own record type.
Moreover, making records scheduled as temporary media neutral requires rescheduling the records if the schedules were approved before December 2007.
For information on updating aggregate item schedules, agencies are advised to refer to the Guide to Aggregate Item Schedules. Agencies have six months after NARA issues a new or revised GRS to implement the GRS.
In summary, agencies must submit proposed changes to NARA for review and approval, and upon acceptance, update their internal policies, communicate changes, and train employees to apply the updated schedules accordingly.
Agencies, in their pursuit of adaptation and personal growth, continuously monitor their record schedules for effective education-and-self-development, ensuring they align with current needs. This learning process involves identifying inadequacies in existing disposition authorities and proposing changes to the National Archives and Records Administration (NARA) for updating the schedules, which might include new disposition items or deviations from existing General Records Schedules (GRS).
