In this final installment of our series on the new Guide to Inventorying, Scheduling, and Disposition of Federal Records (ISD) we outline how to implement and update records schedules. For more information see the sections Implementing Schedules and Updating Schedules in the ISD.
Implementing Schedules
Your work isn’t done when a new record schedule is approved. That schedule also has to be issued. Issuance isn’t just a matter of making schedules available for agency staff. To properly implement new schedules, following the following steps:
- Identify superseded or obsolete authorities. Superseded authorities appear on the approved records schedule. Your agency should identify any obsolete authorities during the inventorying process. Check for filing instructions and instructions for non-record materials that are obsolete.
- Update your records disposition manual or records management applications. Update items with the new disposition authority citation. Add newly scheduled items. Remove obsolete items.
- Disseminate updates. Notify staff that there have been changes in records disposition requirements. Some agencies use internal directives for this purpose.
- Update office or program file plans. If your agency uses a records management system, it may not need file plans. However, if agency staff need guidance on how to dispose of their records, file plans are a good option.
- Train staff on how to use the new schedules. Agency records management programs are responsible for training staff how to manage their records.
Updating Schedules
Agencies are responsible for maintaining accurate and up-to-date records dispositions. This means:
- Reviewing existing schedules at regular intervals to make sure they still meet agency needs
- Updating schedules when required
- Identifying and scheduling new records
- Implementing new GRS Transmittals (see Implementing New GRS Transmittals for more information)
We recommend that you provide a way for agency staff to suggest changes to record schedules, such as using a form like the Records Disposition Change Recommendation Form.
NARA regulations require that agencies review all records schedules that are ten years old and older every five years. The age of the record schedule is based on the schedule’s approval date. Agencies may also review their records schedules more often. (See 36 CFR 1225.22(a).) During review, see if there are schedule items that your agency needs to revise or update. NARA provides the following guidance to assist agencies with this process:
- How to Use the RCS to Review Agency Schedules: Instructions
- How to Use the RCS to Review Agency Schedules: Job Aid
- Inactive Item Reporting Form
If you have any questions, please contact your agency’s assigned appraiser.
