Recent Updates From our Office

We would like to call your attention to three recent releases from our office. First, the GRS team has recently produced an updated version of the machine-implementable GRS file. This update adds a new field containing the full disposition instruction in text form. We produce this version of the GRS as a resource for agencies. … Continue reading Recent Updates From our Office

Release of Regulations for Digitizing Permanent Records

Today, we published new federal regulations with standards for digitizing permanent federal records. The regulations are in 36 CFR 1236, Subpart E. These regulations will go into effect on June 5, 2023. The regulations establish standards for digitizing permanent paper records and photographic prints. They do not contain standards for digitizing film records at this time.  … Continue reading Release of Regulations for Digitizing Permanent Records

Expanding Capstone Webinar

Our office held a webinar for federal agencies on January 24, 2023. Topics presented in this webinar included: a discussion of NARA Bulletin 2023-02, Expanding the Use of a Role-Based Approach (Capstone) for Electronic Messages; the expanded GRS 6.1, Email and Other Electronic Messages Managed under a Capstone Approach; and the resubmission requirements for the … Continue reading Expanding Capstone Webinar

Recent Capstone Updates From NARA

Use of electronic messaging often now replaces conversations previously occurring over email. Agencies have been striving to meet the challenges of applying federal records management requirements to electronic messages. To help with this challenge, we have recently issued several guidance products allowing agencies to apply the same Capstone approach for email to electronic messages. While … Continue reading Recent Capstone Updates From NARA

Machine-readable GRS Issued

Ferrite core plane assembly. Photograph taken October 14, 1959. Bubble Chamber-823. National Archives Identifier 22123102 Last week, we announced that our office has developed a version of the General Records Schedules in a comma separated values (CSV) format. We hope this will aid agencies in automating records disposition. The CSV format is software agnostic and … Continue reading Machine-readable GRS Issued

GRS uploaded to Data.Gov

We have posted searchable and manipulable versions of the General Records Schedules (GRS) in comma-separated value (.csv) format to test the usefulness of records schedule data in this format. The files contain the raw data, minus personally identifiable information (PII), exported from the Electronic Records Archives (ERA). The data files along with a data dictionary … Continue reading GRS uploaded to Data.Gov

Completion of Goal 3.2 of the Managing Government Records Directive

We are  pleased to announce the completion of another target from the Managing Government Records Directive. Target 3.2 of the Directive was to complete an overhaul of our General Records Schedule (GRS). This project is complete with publication of General Records Schedule (GRS) Transmittal 29 (.pdf).  We’ve now completely superseded the old GRS! GRS Transmittal … Continue reading Completion of Goal 3.2 of the Managing Government Records Directive

Top 5 Reasons Why NA-1005 Forms for Capstone Email Are Rejected for Registration

We have a few tips to assist agencies as they prepare an NA-1005 for approval to use GRS 6.1 and to ensure the process goes quickly and smoothly. The following list contains the top 5 reasons a NA-1005 might be returned for revisions after being submitted for registration. Not using the most recent form. The … Continue reading Top 5 Reasons Why NA-1005 Forms for Capstone Email Are Rejected for Registration

The Capstone Approach and Legacy Email

Agencies using GRS 6.1, Email Managed Under a Capstone Approach, are expected to apply items the agency uses to all existing email, including legacy email. Legacy email is defined as email that still exists in an electronic format, at the time of Capstone implementation (see GRS 6.1 FAQ #19). When submitting an NA-1005 form, agencies … Continue reading The Capstone Approach and Legacy Email

More flexibility for managing permanent email under GRS 6.1!

Transmittal 26 includes a revision to GRS 6.1, Email Managed Under a Capstone Approach, that provides a more flexible period for transferring permanent email to NARA. Agencies raised concerns about transferring records containing highly sensitive or personally identifiable information (PII) 15 years after cutoff. The new instructions provide a retention band, allowing agencies to select … Continue reading More flexibility for managing permanent email under GRS 6.1!