Records Schedules for Electronic Copies Previously Covered by General Records Schedule 20; Availability and Request for Comments

AGENCY:

National Archives and Records Administration (NARA).

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.

This request for comments pertains solely to schedules for electronic copies of records created using word processing and electronic mail where the recordkeeping copies are already scheduled. (Electronic copies are records created using word processing or electronic mail software that remain in storage on the computer system after the recordkeeping copies are produced.)

These records were previously approved for disposal under General Records Schedule 20, Items 13 and 14. The agencies identified in this notice have submitted schedules pursuant to NARA Bulletin 99-04 to obtain separate disposition authority for the electronic copies associated with program records and administrative records not covered by the General Records Schedules. NARA invites public comments on such records schedules, as required by 44 U.S.C. 3303a(a). To facilitate review of these schedules, their availability for comment is announced in the Federal Register notices separate from those used for other records disposition schedules.

DATES:

Requests for copies must be received in writing on or before April 14, 2000. On request, NARA will send a copy of the schedule. NARA staff usually prepare appraisal memorandums concerning a proposed schedule. These, too, may be requested. Requesters will be given 30 days to submit comments.

Some schedules submitted in accordance with NARA Bulletin 99-04 group records by program, function, or organizational element. These schedules do not include descriptions at the file series level, but, instead, provide citations to previously approved schedules or agency records disposition manuals (see Supplementary Information section of this notice). To facilitate review of such disposition requests, previously approved schedules or manuals that are cited may be requested in addition to schedules for the electronic copies. NARA will provide the first 100 pages at no cost. NARA may charge $.20 per page for additional copies. These materials also may be examined at no cost at the National Archives at College Park (8601 Adelphi Road, College Park, MD).

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.

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 and/or copies of previously approved schedules or manuals should so indicate in their request.

FOR FURTHER INFORMATION CONTACT:

Marie Allen, Director, Life Cycle Management Division (NWML), 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. Routine administrative records common to most agencies are approved for disposal in the General Records Schedules (GRS), which are disposition schedules issued by NARA that apply Government-wide.

On March 25, 1999, the Archivist issued NARA Bulletin 99-04, which told agencies what they must do to schedule electronic copies associated with previously scheduled program records and certain administrative records that were previously scheduled under GRS 20, Items 13 and 14. On December 27, 1999, the Archivist issued NARA Bulletin 2000-02, which suspended Bulletin 99-04 pending NARA's completion in FY 2001 of an overall review of scheduling and appraisal. On completion of this review, which will address all records, including electronic copies, NARA will determine whether Bulletin 99-04 should be revised or replaced with an alternative scheduling procedure. However, NARA will accept and process schedules for electronic copies prepared in accordance with Bulletin 99-04 that are submitted after December 27, 1999, as well as schedules that were submitted prior to this date.

Schedules submitted in accordance with NARA Bulletin 99-04 only cover the electronic copies associated with previously scheduled series. Agencies that wish to schedule hitherto unscheduled series must submit separate SF 115s that cover both recordkeeping copies and electronic copies used to create them.

In developing SF 115s for the electronic copies of scheduled records, agencies may use either of two scheduling models. They may add an appropriate disposition for the electronic copies formerly covered by GRS 20, Items 13 and 14, to every item in their manuals or records schedules where the recordkeeping copy has been created with a word processing or electronic mail application. This approach is described as Model 1 in Bulletin 99-04. Alternatively, agencies may group records by program, function, or organizational component and propose disposition instructions for the electronic copies associated with each grouping. This approach is described as Model 2 in the Bulletin. Schedules that follow Model 2 do not describe records at the series level.

For each schedule covered by this notice the following information is provided: name of the Federal agency and any subdivisions requesting disposition authority; the organizational unit(s) accumulating the records or a statement that the schedule has agency-wide applicability in the case of schedules that cover records that may be accumulated throughout an agency; the control number assigned to each schedule; the total number of schedule items; the number of temporary items (the record series proposed for destruction); a brief description of the temporary electronic copies; and citations to previously approved SF 115s or printed disposition manuals that scheduled the recordkeeping copies associated with the electronic copies covered by the pending schedule. If a cited manual or schedule is available from the Government Printing Office or has been posted to a publicly available Web site, this too is noted.

Further information about the disposition process is available on request.

Schedules Pending

1. Social Security Administration, Office of the Commissioner (N9-47-00-1, 4 items, 4 temporary items). Electronic copies of records created using electronic mail and word processing accumulated by the Office of the Commissioner. Included are electronic copies of correspondence, logs, minutes, and executive issuances. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Job No. NC1-47-76-6.

2. Social Security Administration, Agency-wide (N9-47-00-2, 6 items, 6 temporary items). Electronic copies of records created using electronic mail and word processing that relate to disability insurance. Included are electronic copies of records pertaining to disability insurance programs and policies, Vocational Rehabilitation programs, Black Lung programs, and disability determination services. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Job Nos. NC-174-258, NC1-47-77-20, NC1-47-80-11, NC1-47-81-9, NC1-47-81-19, NC1-47-82-2, N1-47-86-2, N1-47-87-4, N1-47-88-2, NC-47-89-1, and N1-47-95-2.

3. Social Security Administration, Agency-wide (N9-47-00-3, 1 item, 1 temporary item). Electronic copies of records created using electronic mail and word processing that relate to the establishment of accounts and the issuance of social security numbers and cards. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Job Nos. NN-168-51, NC1-47-76-32, NC1-47—77-21, NC1-47-79-10, NC1-47-80-6, NC1-47-81-11, NC1-47-82-10, and N1-47-94-2.

4. Social Security Administration, Agency-wide (N9-47-00-4, 8 items, 8 temporary items). Electronic copies of records created using electronic mail and word processing that relate to earnings matters. Included are electronic copies of such records as reports of wages paid, employer reports, tax waiver exemptions, balancing discrepancies listings, black lung consents, adjustments, and state coverage agreements. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Record-keeping copies of these files are included in Disposition Job Nos. NN-168-51, NC-47-75-1, NC1-47-79-10, NC1-47-79-11, NC1-47-80-5, NC1-47-80-16, NC1-47-81-9, NC1-47-82-10, NC1-47-83-1, NC1-47-84-9, and N1-47-96-1.

5. Social Security Administration, Agency-wide (N9-47-00-5, 5 items, 5 temporary items). Electronic copies of records created using electronic mail and word processing that relate to financial management, budget management, and accounting operations. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Job Nos. NN-174-258, NC1-47-79-13, NC1-47-81-7, NC1-47-81-9, and NC1-47-81-13.

6. Social Security Administration, Agency-wide (N9-47-00-6, 11 items, 11 temporary items). Electronic copies of records created using electronic mail and word processing that relate to administrative matters common to most offices. Included are electronic copies of records pertaining to such subjects as administrative instructions, management surveys and reports, committee management, conferences, emergency planning, and administrative planning. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Jobs Nos. NC-47-75-7, NC1-47-78-12, and NC1-47-81-9.

7. Social Security Administration, Agency-wide (N9-47-00-7, 5 items, 5 temporary items). Electronic copies of records created using electronic mail and word processing that are common to multiple benefit programs. Included are electronic copies of records pertaining to such matters as management of claims, payments, collection of overpayments, audits, and exemption processing. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Jobs Nos. NC1-47-76-17, NC1-47-81-9, NC1-47-83-8, NC1-47-84-1, NC1-47-85-2, N1-47-86-1, N1-47-87-2, N1-47-96-4, and N1-47-98-1.

8. Social Security Administration, Agency-wide (N9-47-00-8, 27 items, 27 temporary items). Electronic copies of records created using electronic mail and word processing that relate to hearings and appeals. Included are electronic copies of such records as court transcripts, medical advisory files, published summary reports, operations files, field operations files, appeals operations files, and hearing records. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Record-keeping copies of these files are included in Disposition Job Nos. NC-47-75-3, NC-47-75-7, NC1-47-76-1, NC1-47-76-34, NC1-47-77-4, NC1-47-78-2, NC1-47-80-1, NC1-47-80-6, NC1-47-80-10, NC1-47-81-1, NC1-47-81-8, NC1-47-81-16, NC1-47-81-17, NC1-47-82-9, NC1-47-83-10, and NC1-47-84-8.

9. Social Security Administration, Agency-wide (N9-47-00-9, 10 items, 10 temporary items). Electronic copies of records created using electronic mail and word processing that relate to information management and publications. Included are electronic copies of records that relate to such matters as information resource management, the preparation and distribution of publications, reprographic management, and the distribution of legislative materials. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Job Nos. NC-47-75-6, NC-47-75-8, NC-47-75-10, NC-47-75-11, NC1-47-76-12, NC1-47-81-3, NC-47-81-5, NC1-47-81-9, NC1-47-81-10, NC1-47-83-5, and NC1-47-84-10.

10. Social Security Administration, Agency-wide (N9-47-00-10, 10 items, 10 temporary items). Electronic copies of records created using electronic mail and word processing that relate to the use of government motor vehicles. Included are electronic copies of such records as monthly mileage reports, government motor vehicle reports, motor vehicle operator reports, and parking suspension listings. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Record-keeping copies of these files are included in Disposition Job Nos. NC1-47-76-5, NC1-47-76-12, and NC1-47-81-19.

11. Social Security Administration, Office of the General Counsel (N9-47-00-11, 10 items, 10 temporary items). Electronic copies of records created using electronic mail and word processing that are accumulated by the Office of the General Counsel. Included are electronic copies of records pertaining to litigation cases, legal opinion precedents, draft legislation, numbered bills, public laws, congressional correspondence, and related matters. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Job No. N1-47-96-3.

12. Social Security Administration, Office of the Inspector General (N9-47-00-12, 4 items, 4 temporary items). Electronic copies of records created using electronic mail and word processing that are accumulated by the Office of the Inspector General. Included are electronic copies of records pertaining to investigations and other office activities. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Record-keeping copies of these files are included in Disposition Job No. N1-47-96-2.

13. Social Security Administration, Agency-wide (N9-47-00-13, 4 items, 4 temporary items). Electronic copies of records created using electronic mail and word processing that relate to program issuances. Included are electronic copies of records pertaining to circulars, manuals and directives, and regional issuances. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Job No. NC-47-75-1.

14. Social Security Administration, Agency-wide (N9-47-00-14, 3 items, 3 temporary items). Electronic copies of records created using electronic mail and word processing that relate to personnel management, including promotion listings and chronological journals. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Job Nos. NC-47-74-7, NC-47-75-7, NC-47-75-20, NC-47-75-22, NC1-47-76-6, NC1-47-76-12, NC1-47-76-13, NC1-47-77-5, NC1-47-79-7, NC1-47-80-4, and NC1-47-81-9.

15. Social Security Administration, Agency-wide (N9-47-00-15, 4 items, 4 temporary items). Electronic copies of records created using electronic mail and word processing that relate to policy matters. Included are electronic copies of records that relate to such subjects as actuarial benefits studies, welfare reform proposals, advisory councils, international policy studies, and legislative matters. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Job Nos. NC1-47-76-3, NC1-47-76-9, NC1-47-78-21, NC1-47-82-6, and N1-47-88-4.

16. Social Security Administration, Agency-wide (N9-47-00-16, 5 items, 5 temporary items). Electronic copies of records created using electronic mail and word processing that relate to property. Included are electronic copies of such records as supply requisitions, distribution lists and reports, and cataloging records. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Job Nos. NC-47-75-18, NC1-47-76-10, NC1-47-76-12, NC1-47-78-26, NC1-47-79-1, and NC1-47-83-7.

17. Social Security Administration, Agency-wide (N9-47-00-17, 1 item, 1 temporary item). Electronic copies of records created using electronic mail and word processing that relate to procurement. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Job Nos. NC1-47-76-10, NC1-47-78-10, and NC1-47-81-13.

18. Social Security Administration, Agency-wide (N9-47-00-18, 18 items, 18 temporary items). Electronic copies of records created using electronic mail and word processing that relate to payroll and time-and-attendance. Included are electronic copies of such records as timekeeper cards, payroll liaison files, W-2 listings, allotment authorizations, and other pay related files. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Job Nos. NC-47-75-16, NC-47-75-22, NC1-47-78-25, NC1-47-80-3, NC1-47-80-6, NC1-47-81-9, NC1-47-81-13, NC1-47-82-1, and NC1-47-82-14.

19. Social Security Administration, Agency-wide (N9-47-00-19, 6 items, 6 temporary items). Electronic copies of records created using electronic mail and word processing that relate to quality assurance and performance assessment. Included are electronic copies of such records as quality assurance case files, periodic reports, studies, data input files, and hearing disposition quality reviews. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Job Nos. NC1-47-76-25, NC1-47-79-5, NC1-47-80-20, NC1-47-81-9, NC1-47-82-12, NC1-47-84-5, NC1-47-84-7, and NC-47-88-2.

20. Social Security Administration, Agency-wide (N9-47-00-20, 1 item, 1 temporary item). Electronic copies of records created using electronic mail and word processing that relate to regulations. Included are electronic copies of policy and precedent files, regulation notices, history files, rulings, and handbooks. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Job Nos. NC1-47-80-7 and N1-47-95-4.

21. Social Security Administration, Agency-wide (N9-47-00-21, 5 items, 5 temporary items). Electronic copies of records created using electronic mail and word processing that relate to research and statistics. Included are electronic copies of such records as trust fund advisory committee minutes and reports and tabulations pertaining to such subjects as trust fund grants and contracts, earnings and employment, and to Old Age, Survivors, and Disability Insurance programs. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Job Nos. NC1-47-78-21, NC-174-172, and NC1-47-81-6.

22. Social Security Administration, Agency-wide (N9-47-00-22, 4 items, 4 temporary items). Electronic copies of records created using electronic mail and word processing that relate to retirement and survivors insurance. Included are electronic copies of such records as policy and precedent files, claims files, benefit and certification reports, data processing modification schedules, and claims validation files. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Record-keeping copies of these files are included in Disposition Job Nos. NC-47-75-1, N1-47-86-2, N1-47-88-2, N1-47-94-1, and N1-47-95-3.

23. Social Security Administration, Agency-wide (N9-47-00-23, 6 items, 6 temporary items). Electronic copies of records created using electronic mail and word processing that relate to occupational safety and health. Included are electronic copies of such records as health and safety files, employee medical folders, claims files, and compensation cases. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Record-keeping copies of these files are included in Disposition Job Nos. NC-47-75-20, NC1-47-76-13, and NC1-47-81-9.

24. Social Security Administration, Agency-wide (N9-47-00-24, 1 item, 1 temporary item). Electronic copies of records created using electronic mail and word processing that relate to security. Included are electronic copies of such records as criminal misconduct cases, pre-employment assessments, and files relating to facilities security. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Job Nos. NC-47-75-1, NC1-47-76-12, NC1-47-76-25, NC1-47-76-34, NC1-47-78-4, NC1-47-79-10, NC1-47-NC1-47-80-17, and NC1-47-82-4.

25. Social Security Administration, Agency-wide (N9-47-00-25, 5 items, 5 temporary items). Electronic copies of records created using electronic mail and word processing that relate to systems planning and development. Included are electronic copies of records pertaining to such subjects as validation and quality control, system changes, and non-budget system reviews. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Job Nos. NC-47-75-13 and NC1-47-79-2.

26. Social Security Administration, Agency-wide (N9-47-00-26, 5 items, 5 temporary items). Electronic copies of records created using electronic mail and word processing that relate to supplemental security income. Included are electronic copies of such records as claims files, state profile data, redetermination transmittal forms, online claims data, and advance payment files. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Job Nos. NC1-47-76-17, NC1-47-79-15, NC1-47-79-19, NC1-47-81-9, NC1-47-82-7, NC1-47-84-1, NC1-47-85-1, N1-47-87-3, and N1-47-89-1.

27. Social Security Administration, Agency-wide (N9-47-00-27, 5 items, 5 temporary items). Electronic copies of records created using electronic mail and word processing that relate to training and career development. Included are electronic copies of employee training plans, agreements, training materials, and evaluations. This schedule follows Model 2 as described in the SUPPLEMENTARY INFORMATION section of this notice. Recordkeeping copies of these files are included in Disposition Job Nos. NC-47-75-5, NC-47-75-20, NC1-47-78-21, and NC1-47-81-9.