LatestScheduling Information
In the realm of government records management, keeping up-to-date with Records Disposition Authority (RDRA) or records retention schedules is of utmost importance. This article provides an overview of the key points involved in updating RDRA to ensure all agency records are adequately addressed.
Updates to RDRA may be necessary due to several reasons such as the creation of new records series, modification of existing records series, deletion or discontinuation of obsolete records series, or changes in legal, business, regulatory, audit, or operational requirements that affect retention periods or disposition methods.
Periodic reviews of RDRA are essential, ideally after every legislative session or at least every five years, to confirm completeness and relevance. Revisions can be requested at any time if changes are warranted.
Agencies should conduct regular inventories of their records, ideally organized by series or systems. Inventories should cover all records types and formats, including non-record materials that may need management.
For new series, the agency documents the series and requests disposition authority for retention and final disposition. For revised series, modifications to retention periods or disposition instructions must be justified with reasons such as law changes or business needs. For discontinued or obsolete series, agencies request deletion of outdated series to streamline records management.
Agencies should use formal scheduling processes and consult with records authorities or state archives as applicable to ensure compliance and proper documentation of changes.
Schedule items for a terminated program remain in effect until all applicable records are disposed of or transferred to the National Archives. Agencies must submit a schedule to modify the retention period of a record series or system or to change the substance of the description.
Internal reorganizations can impact the nature, content, and importance of existing records. Discontinued programs and responsibilities can also require schedule revisions. New programs and responsibilities may lead to the creation of new schedule items.
If a function is transferred to another agency, the creating agency should destroy all temporary records whose retention periods have expired and delete the relevant items from its schedule. When NARA issues a change to the General Records Schedule (GRS), the agency has 6 months to update its comprehensive schedule covering any applicable records.
An agency terminates a program, and temporary records whose retention periods have expired should be destroyed. Increases or decreases in office space can influence scheduling decisions, while the impact of automation on records, such as electronic systems replacing paper-based ones, can also affect schedules.
Changes in legislation or program regulations, program priorities, policies, procedures, or information flow can necessitate schedule updates. In summary, updating RDRA involves structured periodic review, justification based on operational or regulatory changes, thorough inventory and documentation, and formal revision requests to maintain accurate and legally compliant records disposition schedules within agencies.
- In the realm of health and wellness, scientific advancements may necessitate updates to medical-condition research and treatment methods, requiring revisions to existing studies or the creation of new ones.
- The finance industry's regulatory landscape often undergoes changes, necessitating modifications to business practices. These alterations may necessitate updates to the industry's records, including those related to financial records retention schedules.
- Educational institutions continuously evolve their curriculum to adapt to the needs of society and self-development. This evolution could lead to changes in administrative records related to education and self-development programs, necessitating updates to Records Disposition Authority (RDRA) or records retention schedules in these institutions.
