Questions about Modifications to Previously Sanctioned Schedule Items
The National Archives and Records Administration (NARA) provides guidelines for agencies to modify previously approved records schedule items. These rules are essential for maintaining the integrity and orderliness of government records.
Firstly, it's important to note that this page serves as a technical and historical reference only[1]. Agencies are not required to submit an SF 115 when making changes to the organization or numbering of agency file manuals[2]. However, they must provide NARA with a copy of the new manual when it is published.
When it comes to significant changes, such as altering the transfer period for all records covered by an item, a new schedule submission is necessary[1][3]. Common revision needs, such as unclear descriptions, ineffective disposition instructions, or retention periods that are too long or too short, still necessitate a new schedule or notification[1][3].
However, NARA does not explicitly allow for making changes to approved schedule items without submitting a new SF-115. If a disposition authority is not meeting agency needs, the prescribed action is to prepare and submit a new schedule approval request[3].
In summary, most changes require submitting a new SF-115 for NARA approval[1][3]. Changes to transfer periods must definitely be submitted as new schedules. Minor clarifications could be handled internally, but any modifications that affect retention or disposition must be formally approved via a new SF-115 submission[1][3].
Agencies are advised to review schedules at intervals and revise as needed through formal processes[1][3]. They should not submit an SF 115 if the only change they wish to make is to the accessioning instructions for records that were previously approved for permanent retention. Instead, agencies must notify NARA if they propose changing accessioning instructions[1].
On the other hand, agencies do not need to submit an SF 115 or notify NARA if the only change they wish to make is to the instructions in an approved schedule item that relate to sending records to Federal records centers, agency-operated records centers, and commercial records storage facilities[1].
Certain changes can be made to previously approved schedule items without submitting a new Standard Form 115 (SF 115). Examples include changing form names or numbers, substituting the new name of an electronic system, editing the wording of items, changing the names of agency components, adding a new series or electronic system to a previously approved big bucket item, and deleting a series or electronic system from an existing big bucket item[1].
If additional information is needed, or you have any questions, please contact your agency records officer or the NARA appraiser or records management contact with whom you regularly work. Refer to the List of NARA Contacts for Your Agency[1].
Please note that the information on this page has been superseded by AC Memo 13.2023[1]. Permissible changes include revising the wording of item titles or descriptions, changing instructions for retiring records, modifying accessioning instructions for permanent records, adding or changing pre-accessioning instructions for permanent electronic records, and changing the numbering or organization of file codes in agency disposition manuals[1].
[1] Source: https://www.archives.gov/records-mgmt/faqs/records-schedules [2] Source: https://www.archives.gov/records-mgmt/faqs/records-schedules/file-manuals [3] Source: https://www.archives.gov/records-mgmt/faqs/records-schedules/changes-to-schedules
- To stay updated on the latest in education and self-development, one may consider reading news about changes to government records schedules, such as the ones provided by the National Archives and Records Administration (NARA).
- In the realm of general news, keeping track of updates in approved records schedule items, particularly those related to revision needs like unclear descriptions or retention periods, can offer insights into the procedures and guidelines for the management of government records.
