Archive Evaluation and Endorsement by NARA
In the United States, the National Archives and Records Administration (NARA) oversees the management and disposal of government records. A crucial part of this process is the records scheduling appraisal, which involves agencies developing, issuing, and implementing records schedules that dictate how their records are managed and disposed of.
Agencies play a significant role in this process, starting by issuing new or updated records schedules within six months of NARA approval to ensure timely implementation of disposition instructions. These schedules should provide clear instructions for managing both agency records and non-record materials, including filing instructions and any applicable agency or Privacy Act restrictions.
Once a schedule is issued, it is subject to review and appraisal. During appraisal meetings, agencies are expected to provide access to records in all formats and create a representative sampling. The appraiser verifies the disposition of records to ensure that records with archival value are scheduled as permanent.
After the appraisal meeting, agencies may need to answer follow-up questions, revise the schedule if necessary, and arrange for further meetings as needed. For virtual appraisal meetings, agencies and appraisers should decide if it's appropriate based on the nature of the records and the availability of suitable audio and video conferencing software.
The public comment process lasts for 45 days from the date of publication, and NARA considers all comments submitted by the posted deadline. Revisions may stem from the appraiser's review of the schedule, input received from other NARA units, comments from the public, or other reasons.
Once the appraiser is satisfied with the schedule, they prepare an appraisal report that provides additional information, explains why the proposed disposition is appropriate, and discusses any changes in retention periods. After completion of the public comment process, the appraiser prepares the schedule for approval, and the schedule is available to the agency in the Electronic Records Archive (ERA) once approved.
Throughout this process, the appraiser's role includes reviewing the schedule, working with the agency to ensure retention periods meet the agency's needs, verifying the disposition of records, and preparing a memo for the Archivist of the United States. Agencies are responsible for identifying, collecting information about, and describing their records for scheduling.
In summary, the agency’s responsibility is to translate NARA-approved disposition authorities into actionable schedules and directives that govern records throughout their lifecycle, ensuring legal compliance, organizational efficiency, and proper records preservation or destruction. This collaborative process between agencies and NARA ensures the transparency and accountability of government records management in the United States.
Agencies are tasked with issuing new or updated records schedules, which provide clear instructions for managing both agency records and non-record materials, including filing instructions and any applicable agency or Privacy Act restrictions, within six months of NARA approval. The goal is to ensure that these schedules, which are subject to review and appraisal, facilitate business operations while adhering to finance-related regulations and maintaining records for their archival value.
