National Archives and Records
Administration
General Records Schedule
GRS Transmittal No. 12
July 14, 2004
TO: Heads of Federal agencies
1. What does this document do?
GRS Transmittal 12 provides a change to General Records Schedule (GRS) 1, Civilian Personnel Records. GRS 1 was last modified on date December 31, 2003. The GRS provide mandatory disposition instructions for temporary administrative records common to several Federal agencies.
2. What changes have been made to GRS 1?
GRS 1, item 24, previously reserved, has been revised to cover Reasonable Accommodation Request records.
3. Do I have to take any action to implement this GRS change?
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. 12 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 Reasonal Accommodation Request records in my agency that are not covered by GRS 1, Item 24?
If the Reasonable Accommodation Request records in your agency are not covered by GRS 1, Item 24, but are included in other approved disposition authorities, those authorities still apply. If Reasonable Accommodation Request records in your agency are not covered by GRS 1, Item 24, 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 1?
We are posting a set of the GRS on our web site (http://www.archives.gov/
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records-mgmt/records-schedules.html). GRS 1 is available for downloading in HTML, MS Word, and PDF formats
6. Whom do I contact for further information?
Address questions to the appraiser in our Life Cycle Management Division with whom your agency normally works.
JOHN W. CARLIN
Archivist of the United States
