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NARA Guidance for Flexible Scheduling

Learn about traditional and flexible schedules, "big bucket" aggregation, and how to develop flexible schedules with concrete disposition instructions for better records management. Get assistance from NARA for effective scheduling.

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NARA Guidance for Flexible Scheduling

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  1. Guidance for Flexible Scheduling David B. Brown, Special Assistant Office of the Archivist – Washington, DC RACO 2005

  2. What is a traditional schedule? • Basic unit for organizing and controlling files is a series or electronic system • Agency records series and systems are shown as separate items • Usually arranged primarily by organization or function RACO 2005

  3. NARA Guidance • NARA Bulletin 2005-05 Guidance for Flexible Scheduling • Issued as Memo to Agency Records Officers NWM 18.2005 on April 22, 2005 RACO 2005

  4. What is flexible scheduling? • Provides for concrete disposition instructions that may be applied to groupings of information and/or categories of records • The difference from the traditional scheduling approach is that the unit to be scheduled is not the individual records series or an electronic system RACO 2005

  5. What is a “big bucket” or large aggregation schedule? • Type of flexible schedule • Allows disposition instruction(s) to apply to multiple series or systems • Supports the business needs of agencies • Provides the documentation necessary to protect legal rights and ensure government accountability RACO 2005

  6. How do you develop a “big bucket” or large aggregation flexible schedule? • Determine if a “big bucket” or large aggregation flexible schedule meets agency business needs • Review reliable existing schedules to determine if existing records series can be grouped into “big buckets” or large aggregations • Contact your NARA appraisal archivist for consultation and guidance. RACO 2005

  7. How do you develop a “big bucket” or large aggregation flexible schedule?, Cont’d • Conduct functional or business process analysis • Identify records series that come from work process(es) • Determine values for records series and/or larger groupings of records RACO 2005

  8. How do you develop a “big bucket” or large aggregation flexible schedule?, Cont’d • Group like record series/systems into larger aggregations or buckets • Name these larger aggregations or buckets • Determine the value of records within each aggregation, bucket, or series RACO 2005

  9. How do you develop a “big bucket” or large aggregation flexible schedule?, Cont’d • Submit schedule to NARA along with any documentation accumulated during the schedule development process • Crosswalks to previously approved schedules • Materials that document the agency’s business process • Information concerning the specific file units subsumed under each aggregation, bucket, or series RACO 2005

  10. Whatassistance is available from NARA? • NARA’s Life Cycle Management Division provides assistance and advice to agency records officers in the Washington, DC, area http://www.archives.gov/records_management/policy_and_guidance/appraisal_and_scheduling.html • The Records Management staff in NARA's regional offices provides assistance to records officers across the country http://www.archives.gov/facilities/index.html RACO 2005

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