Establishing TimeTables

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In the realm of federal record management, adhering to strict regulations is of utmost importance. Here's a step-by-step guide for federal agencies on how to create and update records disposition issuances.

Identify Superseded Authorities The first step involves reviewing current approved records schedules to identify any outdated or obsolete authorities. This can be done during the records inventory process by checking for outdated filing instructions and non-record materials guidance.
Update Records Disposition Manuals Once superseded authorities have been identified, the next step is to revise the agency’s records disposition manual or records management system. This involves replacing superseded authorities with new disposition authority citations, adding newly scheduled items, and removing obsolete ones.
Disseminate Updates Once the manual has been updated, it's crucial to inform all relevant agency personnel about the changes to records disposition requirements. This can be done through internal directives or memoranda.
Update File Plans Modifying office or program-level file plans to align with the updated records schedules is the next step. File plans guide staff on proper record disposition procedures and should reflect the new authorities and schedules.
Train Staff on New Schedules Conducting training for all agency employees on how to properly use the new records disposition schedules is essential. Special attention should be given to records liaisons, system owners, and anyone responsible for final disposition decisions.

Further administrative controls, such as appointing records custodians in writing and maintaining inventory approvals, may also be required to ensure compliance with agency-specific directives.

By following these steps, federal agencies can maintain legal and regulatory compliance over records retention and disposition, preserving essential records and responsibly disposing of temporary ones.

For more details about transferring records to NARA, agencies can refer to guidance and policy documents such as "Guidance and Policy for Accessioning Records to the National Archives in the Washington, DC Area," "Folder Title List: Transferring Your Permanent Paper Records (Video)," and "Access Restrictions: Their Importance and Impact on the Transfer of Permanent Records to NARA (Video)."

References: - Implementing Schedules: Steps for issuing new schedules, dissemination, and training staff - Air Force Records Management supplement on records custodian appointment and oversight - The purpose of a records disposition issuance is to provide instructions for managing agency records and non-record materials. - Agencies may donate temporary records to an eligible person or organization with NARA's approval. - File plans are another tool agencies may use to aid staff in managing agency records, providing a succinct reference tool for staff. - In such cases, agencies must send NARA a statement describing the records and explaining when and where they were destroyed within 6 months of destruction. - New or revised General Records Schedules (GRS) items supersede agency records schedule items unless the agency obtains NARA’s approval. - Records disposition issuance should include approved agency disposition authorities, General Records Schedule disposition authorities, instructions for handling non-record materials, filing instructions, agency and Privacy Act restrictions for records. - Permanent records have enough historical or other value to warrant permanent preservation and must be transferred to NARA, unless another arrangement is in place. - To get approval to donate temporary records, agencies must provide certain information to NARA, including the name of the department or agency, the office or program that has custody of the records, and a list identifying by series or system the records. - Agencies may transfer permanent records to NARA earlier if the agency no longer needs them and if there are no proposed restrictions on their use. - NARA-approved records disposition authorities are mandatory for both approved agency records schedules and the General Records Schedules. - To destroy such records, the agency records officer must describe the records, their location and quantity, and the nature of the menace, and send this information to NARA. - Agencies must get written approval from NARA to keep permanent records that are eligible for transfer.

In the expanse of business and finance, understanding the importance of education and self-development can greatly improve a company's efficiency and effectiveness. This could involve providing resources for employees to enhance their knowledge in records management or implementing strategies that foster continuous learning.
The industry of federal record management, similar to education-and-self-development, requires continuous updates and improvement to stay compliant with regulations. This could mean consistent revisions of records disposition manuals, as seen in our guide for federal agencies, to ensure adherence to current legal and regulatory requirements.