Scheduling Guidelines for Records
In the realm of government records management, the National Archives and Records Administration (NARA) has announced a series of scheduling guides set to be released over the next year. These guides aim to offer tailored approaches to managing records in various sectors, ensuring compliance with legal, regulatory, and operational requirements.
## Key Considerations in Scheduling Common Records
The process of scheduling records involves several key steps. Agencies must first conduct a records inventory to identify and assess their records, determining the scope of the inventory, who will conduct it, and what information needs to be collected for each series or system of records.
Records can be in various formats (paper, electronic, audiovisual) and may be stored in different locations (office space, records storage facilities, servers). This diversity requires tailored scheduling approaches.
Legal and regulatory requirements also play a significant role. Records scheduling must comply with legal and regulatory mandates, which can vary between agencies. For instance, the Centers for Medicare & Medicaid Services (CMS) have specific records schedules designed to meet their operational needs and legal requirements.
NARA appraises records to determine whether they are temporary (may be destroyed) or permanent (must be transferred to the National Archives). This process is crucial for ensuring that records are disposed of legally and ethically.
## Differences from the General Records Schedule (GRS)
While the General Records Schedule (GRS) provides a broad framework for managing common records across government agencies, agency-specific records schedules are tailored to meet the unique needs and operations of individual agencies. These schedules often include provisions that are unique to the missions and operations of those agencies.
The GRS is applicable across multiple agencies, simplifying the management of common records. In contrast, agency-specific schedules are designed to address the specific record types and needs unique to each agency.
## Upcoming Scheduling Guides
A new Scheduling Common Permanent Records Guide is scheduled for release in March 2024. This guide joins a list of upcoming releases, including guides for scheduling records related to legislative, personal data, environmental health and safety, legal, and public affairs.
The Scheduling Records with Intrinsic Value Guide is expected in September 2024, with an update in July 2025. Notably, a Scheduling Public Affairs Records Guide was released in October 2016, but no update is planned for July 2025.
## Who Are These Guides for?
These guides are designed for agency records managers and NARA appraisal archivists, offering advice on common government records and helping to ensure that records are properly managed and preserved.
While using these guides is not mandatory, they provide a valuable resource for agencies seeking to enhance their records management practices. It is essential to consult NARA's appraisal criteria when proposing the disposition of records, as the value of these common records can differ from one agency to another.
- Given the upcoming Scheduling Common Permanent Records Guide, it would be beneficial for health-and-wellness agencies to review the guidelines, as they may include specific instructions for managing records related to therapies and treatments.
- In addition to the general records management practices, agencies specializing in environmental health and safety should pay close attention to the Scheduling Common Permanent Records Guide and the Scheduling Records with Intrinsic Value Guide, as they will offer tailored approaches to managing records relevant to their mission and operations.
