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- 1.15.63.1
Description and Authorities - Exhibit 1.15.63-1
General Records Schedule 26
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This schedule covers records created and maintained by temporary commissions,
boards, councils committees (including continuing entities governed by renewable
charters such as agency advisory committees). In the case of interagency bodies,
this schedule covers the records maintained by the designated secretariat
as well as records accumulated by other commission members. -
This schedule does not apply to the records for Presidential commissions,
boards, councils and committees covered by the Presidential Records Act. -
For convenience, the term “commission”
is used in
the schedule to cover all types of temporary organizations. -
The records series described in this schedule are created and maintained
in different media and formats, therefore this schedule is written to authorize
the disposition of the records in any media (media neutral). Agencies are
required to refer to the most current version of the Code of Federal Regulations
(CFR) and other relevant guidance to ensure that the media and format that
is chosen by the agency meets NARAs transfer requirements for permanent records.
See 36 CFR Sections: 1228.266 – Audiovisual Records; 1227.268 – Cartographic
and Architectural Records; 1228.270 – Electronic Records; 1230-.026 – Microform
Records. -
When records are created and maintained electronically, NARA prefers
that the archival copy be transferred to the National Archives in an approved
electronic format. -
See Exhibit 1.15.63-1 for General Records Schedule 26
.
| General Records Schedule for Temporary Commissions, Boards, Councils, and Committees (GRS 26) |
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|---|---|---|
| Item No. | Description of Record | Disposition Authorization |
| 1. | Internal Agency Committees |
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| a. Internal agency committees unrelated to an agencys mission. Committees established by an agency for facilitative or operational purposes unrelated to the agencys mission, composed wholly of full-time officers or employees of the Federal government, and not subject to the Federal Advisory Committee Act, e.g. committees tasked with organizing events, selecting of interior furnishings, overseeing volunteer activities or employee recreational activities. Any files created and/or maintained by the committee. |
DESTROY/DELETE when no longer needed for administrative purposes. |
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| b. Internal agency committees related to an agencys mission. Committees established by agency authority (not established by Public Law or Executive Order) for facilitative or operational purposes, related to the agencys mission, composed wholly of full-time officers or employees of the Federal government, and not subject to the Federal Advisory Committee Act, e.g. committees tasked with reviewing policy, studying reorganizations, recommending new actions or developing multi-year plans. Any files created and/or maintained by the committee including agenda, minutes, final reports, and related records documenting accomplishments of official boards and committees. |
These records are potentially permanent and must be scheduled by submission of an SF 115 to NARA. |
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| 2. | Records Created by Advisory Commissions, Committees, Councils, Boards and other Groups Established under the Federal Advisory Committee Act (FACA) |
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| [NOTE: The term "advisory committee" as defined by FACA means any committee, board, commission, council, conference, panel, task force, or other similar group, or any subcommittee or other subgroup which is (1) established by statute or reorganization plan or (2) established or utilized by the President, or (3) established or utilized by one or more agencies or officers of the Federal government. This term does not apply to any committee which is composed wholly of full-time officers or employees of the Federal government. For IRS purposes, this currently applies to the following six committees: (1) Advisory Committee on Tax Exempt and Government Entities, (2) IRS Advisory Council, (3) Information Reporting Program Advisory Committee of the Internal Revenue, (4) The Art Advisory Panel of the Commissioner of Internal Revenue, (5) IRS Taxpayer Advocacy Panel, and (6) Electronic Tax Administration Advisory Committee.] |
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| a. Files documenting the Commissions establishment, membership , policy, organization, deliberations, findings, and recommendations, including such records as: • original charter, renewal and amended charters, organization charts, functional statements, directives or memorandums to staff concerning their responsibilities, and other materials that document the organization and functions of the Commission and its components • agendas, briefing books, minutes, testimony, and transcripts of meetings and hearings as well as audiotapes and/or videotapes of meetings and hearings which were not fully transcribed • one copy each of reports, studies, pamphlets, posters (2 Copies) and other publications produced by or for the commission as well as news releases, commissioners speeches, formal photographs and other significant public affairs files. • correspondence, subject and other files maintained by key commission staff, such as the chair, executive director, and legal counsel, documenting the functions of the commission • substantive records relating to research studies and other projects, including unpublished studies and reports and substantive research materials (may include electronic data). • questionnaires, surveys and other raw data accumulated in connection with research studies and other projects where the information has been consolidated or aggregated in analyses, reports, or studies covered by Item II A (may include data maintained electronically). • records created to comply with the provisions of the Government in the Sunshine Act, annual reports to Congress describing the agencys compliance with the act • documentation of subcommittees, working groups, or other subgroups of advisory committees, that support their reports and recommendations to the full or parent committee. This documentation may include, but is not limited to minutes, transcripts, reports, correspondence, briefing materials, and other related records. • documentation of formally designated subcommittees and working groups. This documentation may include, but is not limited to minutes, transcripts, reports, correspondence, briefing materials, and other related records. |
PERMANENT. Transfer to the National Archives on termination of the Commission. Earlier transfer is authorized for commissions operating for 3 years or longer. |
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| [NOTE: Non-textual records transferred to NARA must follow NARA published guidance for transfer of required elements.] |
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| b. Files that relate to day-to-day Commission activities and/or do not contain unique information of historical value, including such records as: • correspondence, reference and working files of Commission staff [excluding files covered by Item 2 (a) • audiotapes and videotapes of Commission meetings and hearings that have been fully transcribed, informal still photographs and slides of Commission members and staff, meetings, hearings, and other events • other routine records, such as public mail, requests for information, consultant personnel files, records relating to logistical aspects of Commission meetings and hearings, etc. • extra copies of records described in Item II A, e.g. copies of meeting agenda and minutes distributed to commission members and staff, files accumulated by agencies on interagency bodies other than the secretariat or sponsor. |
DESTROY/DELETE when 3 years old. | |
| [NOTE: Prior to destruction/deletion, NARA, in consultation with Commission staff, will review records covered by this item and may identify files that warrant permanent retention. Such records will be transferred to the National Archives at the time that related permanent records are transferred.] |
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| [NOTE: Administrative records generated by an advisory committee - records relating to budget, personnel, supply or similar housekeeping or facilitation functions - may be disposed of in accordance with the General Records Schedules since they do not pertain to the subject matter advice that the advisory committee is providing to the Government. Administrative records authorized for disposal by the GRS and having retention periods outlasting the life of the commission (such as payroll, personnel and fiscal records) should be transferred to the agency providing administrative support.] |
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| c. Web site records | ||
| (1) Electronic version of web site(s). | DESTROY/DELETE on termination of commission or when no longer needed, excluding records covered by the NOTE following this item. |
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| (2) Design, management, and technical operation records. | DESTROY/DELETE on termination of commission or when no longer needed. |
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| (3) Electronic version of content records duplicated in textual series of commission records. |
DESTROY/DELETE on termination of commission or when no longer needed. |
|
| [NOTE: Prior to destruction/deletion, NARA, in consultation with Commission staff, will review records covered by Item 2 (c)(1) and may identify portions (including a web snapshot) that warrant permanent retention. Such records will be transferred to the National Archives at the time that related permanent records are transferred along with any records covered by Item 2 (c)(2) that NARA requires to maintain and access permanent web content records.] |
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| 3. | Committee Records Not Maintained by the Sponsor or Secretariat |
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| Copies of committee records, such as agendas, meeting minutes, final reports and related records created by or documenting the accomplishments of official boards and commissions, excluding those kept by the sponsor or Secretariat. |
DESTROY when 3 years old. | |
| [NOTE: The records of and international committee held by the U.S. member of representative when the U.S. is not the sponsor or Secretariat should be described on a SF 115 and submitted to NARA for disposition authority.] |
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| [NOTE: Some temporary commissions, especially operational commissions related to an agencys mission, may have records that are not covered by the series herein described. Such series should be described on a SF 115 and submitted to NARA for disposition authority.] |
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| 4. | Committee Management Records |
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| Records maintained by agency Committee Management Officers for committees established under the Federal Advisory Committee Act (FACA) as amended (5 U.S.C. Appendix 2). [See note after this item.] Committee Management activities include the establishment, appointment of members, and operation and termination of chartered Federal advisory committees. Committee management records include copies of charters, membership lists, agendas, policy statements, statistical data files, financial operating plans, General Service Administration reports and other statistical reports on the number of committees, types of committees, membership rosters, requests for approval of committee nominees, appointment documents for individual committee members, financial disclosure documents, material required to be available for public information and other related topics maintained by the Committee Management Officer. |
DESTROY /DELETE when 6 years old. | |
| [NOTE: This item does not apply to records maintained at the General Services Administration (GSA) or records covered elsewhere in this schedule.] |
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| [NOTE: Disposition authority for any commission records not covered by items above or elsewhere in the General Records Schedule must be requested by submitting a SF 115 to NARA.] |
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