Scheduling Directives for Document Retention
In the realm of federal records management, a series of Records Scheduling Guides (RSG) are set to be released, aiming to provide clear instructions for managing and disposing of agency records. These guides are designed for agency records managers and NARA appraisal archivists, offering a comprehensive approach to records scheduling.
The upcoming Guide 4, scheduled for release in March 2024, will focus on scheduling legislative records. Similarly, Guide 7 and Guide 1, also slated for March 2024, will address environmental health and safety records and common permanent records, respectively. guide 3, for legal records, and Guide 6, for research and development records, are also expected in March 2024. A guide for records with intrinsic value, Guide 8, is scheduled for release in September 2024, with an update in July 2025. A guide for scheduling personal data, Guide 5, will also be released in March 2024.
Each guide provides a list of records commonly associated with the function it covers, as well as a description of the function itself. The guides also list records that have already been scheduled in General Records Schedules. Moreover, they offer considerations for scheduling and appraising records, ensuring a consistent and operational approach to records management.
While the Records Scheduling Guides offer practical instructions for managing and disposing of records, NARA's appraisal criteria serve a different purpose. These criteria are used to determine the value and disposition of federal records, focusing on whether records are permanent or temporary and their significance to government functions, legal requirements, or historical value.
The key difference between the two is that scheduling guides operationalize the disposition policies established by appraisal criteria, ensuring agency compliance with approved records management standards. On the other hand, appraisal criteria guide decisions such as transferring permanent records to the National Archives or authorizing the destruction of temporary records after their retention periods expire.
It's important to note that the use of these guides is optional, and it's crucial to consult NARA's appraisal criteria when proposing the disposition of records. Training is especially important for complex schedule items (aggregate items) to ensure proper filing and tagging of records.
The Records Scheduling Guides are available on the GRS home page, providing a valuable resource for agencies seeking to streamline their records management processes. By following these guidelines, agencies can ensure they are in compliance with approved records management standards and are effectively managing their records lifecycle.
[1] NARA Records Scheduling Guides [2] NARA Appraisal Criteria [3] NARA Records Scheduling and Appraisal
- In the context of health and wellness, technology can play a significant role in managing medical-conditions, as many Records Scheduling Guides, like Guide 5 for scheduling personal data, provide insights on the proper handling and disposal of electronic health records.
- Science and technology often intersect in the realm of research and development, and it's crucial to follow the NARA Records Scheduling Guides, such as Guide 6, when managing records related to these areas, as they help agencies discern the value and disposition of these records, ensuring they are preserved for future research if of intrinsic value.
