[Federal Register: September 24, 2003 (Volume 68, Number 185)]
[Notices]
[Page 55294-55295]
From the Federal Register Online via GPO Access [wais.access.gpo.gov]
[DOCID:fr24se03-22]
=======================================================================
-----------------------------------------------------------------------
NATIONAL ARCHIVES AND RECORDS ADMINISTRATION
Records Schedules; 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. NARA invites public comments
on such records schedules, as required by 44 U.S.C. 3303a(a).
DATES: Requests for copies must be received in writing on or before
November 10, 2003. Once the appraisal of the records is completed, NARA
will send a copy of the schedule. NARA staff usually prepare appraisal
memorandums that contain additional information concerning the records
covered by a proposed schedule. These, too, may be requested and will
be provided once the appraisal is completed. Requesters will be given
30 days to submit comments.
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-
837-3698 or by e-mail to records.mgt@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 should so indicate in their
request.
FOR FURTHER INFORMATION CONTACT: Paul M. Wester, Jr., Director, Life
Cycle Management Division (NWML), National Archives and Records
Administration, 8601 Adelphi Road, College Park, MD 20740-6001.
Telephone: 301-837-3120. E-mail: records.mgt@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's
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 them to conduct its business. Some schedules are comprehensive
and cover all the records of an agency or one of its major
subdivisions. Most schedules, however, cover records of only one office
or program or a few series of records. Many of these update previously
approved schedules, and some include records proposed as permanent.
No Federal records are authorized for destruction without the
approval of the Archivist of the United States. This approval is
granted only after a thorough consideration of their administrative use
by the agency of origin, the rights of the Government and of private
persons directly affected by the Government's activities, and whether
or not they have historical or other value.
Besides identifying the Federal agencies and any subdivisions
requesting disposition authority, this public notice lists the
organizational unit(s) accumulating the records or indicates agency-
wide applicability in the case of schedules that cover records that may
be accumulated throughout an agency. This notice provides the control
number assigned to each schedule, the total number of schedule items,
and the number of temporary items (the records proposed for
destruction). It also includes a brief description of the temporary
records. The records schedule itself contains a full description of the
records at the file unit level as well as their disposition. If NARA
staff has prepared an appraisal memorandum for the schedule, it too
includes information about the records. Further information about the
disposition process is available on request.
Schedules Pending
1. Department of Agriculture, Farm Service Agency (N1-145-02-1, 4
items, 4 temporary items). General counsel files created by the Appeals
and Litigation Group. Included are case files, agency copies of
summaries and data used for reporting or tracking purposes, and
electronic copies of records created using electronic mail and word
processing.
2. Department Commerce, Bureau of the Census (N1-29-03-4, 8 items,
5 temporary items). Records of the Geography Division including
duplicate electronic and paper copies of reference and thematic maps.
Also included are cartographic records that contain no significant
information that is not essentially reproduced in the final copy and
electronic copies of records created using electronic mail and word
processing. Proposed for permanent retention are recordkeeping copies
of reference maps, thematic maps, and printed large sheet maps.
3. Department of Commerce, National Oceanic and Atmospheric
Administration (N1-370-02-3, 32 items, 26 temporary items). Records of
the National Marine Sanctuaries Program, including supporting materials
associated with sanctuary designations, sanctuary management plan
review and revision, environmental impact statements and environmental
assessments, and damage assessment and restoration. Also included are
such records as sanctuary permit applications and a related database,
civil penalty case files, oil spill trusteeship and restoration files,
sanctuary geographic information systems, a reference material
database, and electronic copies
[[Page 55295]]
of records created using electronic mail and word processing. Proposed
for permanent retention (exclusive of supporting materials) are
recordkeeping copies of sanctuary designation files, sanctuary
management plan review and revision files, environmental impact
statements and environmental assessments, and damage assessment and
restoration files, sanctuary site evaluation records, and radioactive
waste dump site files.
4. Department of Defense, National Imagery and Mapping Agency (N1-
537-03-17, 2 items, 2 temporary items). Systems and equipment control
files relating to printing and copying equipment. Also included are
electronic copies of records created using electronic mail and word
processing. This schedule authorizes the agency to apply the proposed
disposition instructions to any recordkeeping medium.
5. Department of State, Under Secretary for Public Diplomacy and
Public Affairs (N1-59-03-6, 11 items, 5 temporary items). Schedules of
daily activities covering routine non-substantive matters, routine
correspondence files, and reference files. Also included are electronic
copies of records created using electronic mail and word processing.
Recordkeeping copies of subject, chronological, speech, and meeting
files are proposed for permanent retention.
6. Department of State, Bureau of Political-Military Affairs (N1-
59-03-7, 1 item, 1 temporary item). Routine correspondence and
inquiries received by the Office of Defense Trade Controls. Records do
not relate to specific arms export cases.
7. Department of State, Secretariat Staff (N1-59-03-8, 2 items, 1
temporary item). Logs and registers of retired records, telegrams, and
memorandums for the 1950s and 1960s. Lists of memorandums of
conversation with high level Soviet officials and lists of high level
correspondence are proposed for permanent retention.
8. Department of State, Office of the Legal Adviser (N1-59-03-9, 1
item, 1 temporary item). Standard Forms 95, Claim for Damage, Injury,
or Death, accumulated in connection with claims stemming from the
bombing of the U.S. embassy in Nairobi, Kenya.
9. Department of the Treasury, Departmental Offices (N1-56-03-10,
41 items, 29 temporary items). Records common to Departmental Offices.
Included are such records as program, subject, and correspondence files
maintained at or below the Deputy Assistant Secretary level,
chronological reading files, copies of weekly reports submitted to high
level officials, working papers and background materials relating to
orders and directives, routine or informal publications, calendars and
daily schedules, telephone logs, records that publicize activities not
related to the agency's mission, and routine administrative records
accumulated by committees and task forces. Also included are electronic
copies of records created using electronic mail and word processing.
Proposed for permanent retention are recordkeeping copies of such
records as program, subject, and correspondences files maintained by an
Under Secretary, Assistant Secretary, or the General Counsel, weekly
reports to the Secretary submitted by an Under Secretary, Assistant
Secretary, or the General Counsel, orders and directives, publications,
studies, and reports, press releases, speeches made by high level
officials, still pictures, sound and video recordings, posters, and
minutes, agendas, and other official records of agency-sponsored
committees and task forces.
10. Department of the Treasury, Office of Foreign Assets Control
(N1-56-03-11, 4 items, 4 temporary items). Financial transaction files
that document routine compliance actions and activities that do not
require the creation of a project or case file. This schedule also
reduces the retention period for one-time license authorities to
release funds and inquiries requesting information on agency
regulations, which were previously approved for disposal.
11. Environmental Protection Agency, Office of Prevention,
Pesticides, and Toxic Substances (N1-412-01-12, 2 items, 2 temporary
items). Certification statements and related correspondence pertaining
to the importation of materials regulated under the Toxic Substances
Control Act. Also included are electronic copies of records created
using electronic mail and word processing.
12. General Services Administration, Public Buildings Service (N1-
121-03-1, 3 items, 3 temporary items). Records relating to construction
grants, including grant award documents, requests for the release of
funds, balance sheets, and close out records. Also included are
electronic copies of records created using electronic mail and word
processing.
Dated: September 16, 2003.
Michael J. Kurtz,
Assistant Archivist for Record Services--Washington, DC.
[FR Doc. 03-24164 Filed 9-23-03; 8:45 am]
BILLING CODE 7515-01-P