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Electronic Code of Federal Regulations

e-CFR Data is current as of April 17, 2014

Title 36: Parks, Forests, and Public Property


PART 1227—GENERAL RECORDS SCHEDULES


Contents
§1227.1   What are the authorities for Part 1227?
§1227.2   What definitions apply to this part?
§1227.3   What standards are used as guidance for this part?
§1227.10   What are General Records Schedules (GRS)?
§1227.12   When must agencies apply the GRS?
§1227.14   How do I obtain copies of the GRS?

Authority: 44 U.S.C. 3303a(d).

Source: 74 FR 51014, Oct. 2, 2009, unless otherwise noted.

§1227.1   What are the authorities for Part 1227?

The statutory authority for this part is 44 U.S.C. 3303a(d).

§1227.2   What definitions apply to this part?

See §1220.18 of this subchapter for definitions of terms used in part 1227.

§1227.3   What standards are used as guidance for this part?

These regulations conform with guidance provided in ISO 15489-1:2001, Information and documentation—Records management, paragraphs 9.2 (Determining how long to retain records) and 9.9 (Implementing disposition).

§1227.10   What are General Records Schedules (GRS)?

General Records Schedules (GRS) are schedules issued by the Archivist of the United States that authorize, after specified periods of time, the destruction of temporary records or the transfer to the National Archives of the United States of permanent records that are common to several or all agencies.

§1227.12   When must agencies apply the GRS?

(a) Agencies apply the disposition instructions of the GRS, as provided in the following table.

When NARA issues a new or revised GRS, and . . .Then . . .
(1) The new or revised GRS states that the provisions must be followed without exceptionAll agencies must follow the disposition instructions of the GRS, regardless of whether or not they have existing schedules.
(2) Your agency does not have an existing schedule for these records.Your agency must follow the disposition instructions of the GRS. If your agency's needs require a different retention period, then your agency must submit an SF 115 in accordance with 36 CFR part 1225 of this subchapter, and a justification for the deviation.
(3) When your agency has an existing schedule and the new or revised GRS permits use of existing agency-specific schedulesYour agency may follow the disposition instructions in either the GRS or the existing agency schedule, but it must follow the same instructions throughout the agency and instruct its staff to do so. If your agency chooses to follow its own schedule, then it must notify NARA within 120 days of the issuance of the new or revised GRS.
(4) Your agency does not create or maintain any of the records addressed by that GRSNo action is required.

(b) Except as provided in the table in paragraph (a), agencies must incorporate in their disposition manual or otherwise disseminate new and revised GRS within 6 months after NARA has issued the GRS Transmittal.

(c) NARA may, at its discretion, apply the provisions of the GRS to records in its legal custody, subject to the provisions of §1235.34 of this subchapter.

§1227.14   How do I obtain copies of the GRS?

(a) The GRS and instructions for their use are available online at http://www.archives.gov/records-mgmt/ardor/records-schedules.html. They are also available by writing to the National Archives and Records Administration, Modern Records Programs (NWM), 8601 Adelphi Road, College Park, MD 20740-6001, phone number (301) 837-1738.

(b) NARA distributes new and revised GRS to Federal agencies under sequentially numbered GRS transmittals.



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