GRS Introduction
GRS Transmittal No. 9
April 2003
TO: Heads of Federal agencies
1. What does this document do? GRS Transmittal 9 explains the changes to GRS 1 (Civilian Personnel Records) and 9 (Travel and Transportation Records), and issues a new schedule for Ethics Program Records (GRS 25). These are the changes that have been made to the General Records Schedules (GRS) since December 1998 when we last issued the GRS. The General Records Schedules (GRS) provide mandatory disposition instructions for temporary administrative records common to several Federal agencies.
2. What changes have been made to the GRS? The attached chart shows the major changes. GRS 1, item 15, covering Employment Applications, has been deleted. Use GRS 1, items 33k, 33l, 33m, or 33n, as appropriate.
3. Do I have to take any action to implement these GRS changes? Our regulations (36 CFR 1228.50(d)) require you to disseminate GRS changes within 6 months of receipt. If your agency already has a NARA-approved agency records disposition schedule for the same series or system of records, you may apply either the disposition instructions in these GRS or the disposition instructions previously approved by NARA (see 36 CFR 1228.42(b)). The chosen authority must be applied on an agency-wide basis. You must notify NARA within 90 days of this GRS Transmittal No. 9 if you intend to continue using the agency schedule. If you wish to apply a retention period that differs from that specified in the GRS, you must submit a Standard Form (SF) 115, Request for Records Disposition Authority, to us for approval.
4. What do I do with Ethics Program records in my agency that are not covered by GRS 25? If the Ethics Program records in your agency are not covered by GRS 25 but are included in other approved disposition authorities, those authorities still apply. If Ethics Program records in your agency are not covered by GRS 25 or an approved disposition authority, you must submit to NARA a SF 115 to request disposition authority for those records.
5. How do I get copies of the new GRS? We are posting a set on our web site (http://www.archives.gov/records-mgmt/records-schedules.html). GRS 25 is available for downloading in HTML, MS Word, and PDF formats.
6. What is the status of GRS 24? A new GRS for information technology records will be issued shortly. We will send it to you with another GRS transmittal.
7. Whom do I contact for further information? Please contact Stephen Cooper on 301-837-1615 if you have any questions.
JOHN W. CARLIN
Archivist of the United States
Attachment
| GRS Affected | Old GRS | New GRS |
| GRS 1, Civilian Personnel Records | Item 15 | Deleted |
| Item 24 | GRS 25, Item 2 | |
| Item 27 | GRS 25, item 1 | |
| Item 33b | Item 33b – revised description | |
| New item | Item 33c – new item | |
| Item 33c | Item 33d | |
| Item 33d | Item 33e | |
| Item 33e | Item 33f – revised series description and disposition | |
| Item 33f | Item 33g – revised disposition | |
| Item 33g | Item 33h | |
| Item 33h | Deleted | |
| Item 33i | Item 33i | |
| Item 33j | Item 33j | |
| New item | Item 33k | |
| Item 33k | Item 33l – revised disposition | |
| New item | Item 33m – new item | |
| New item | Item 33n – new item | |
| Item 33l | Item 33o | |
| Item 33m | Item 33p – revised series description and disposition | |
| Item 33n | Item 33q – revised disposition | |
| Item 33o | Item 33r | |
| Item 33p | Item 33s | |
| Item 33q | Item 33t | |
| GRS 9, Travel and Transportation Records | Item 6 |
GRS 25, item 5 |
| GRS 25, Ethics Program Records |
New chapter covering agency ethics records |
