# Reports to Director of OMB. [1220.16]
**AGENCY:**
National Archives and Records Administration (NARA).
**ACTION:**
Advance notice of proposed rulemaking; request for comments.
**SUMMARY:**
NARA is seeking comments from Federal agencies and the public on our regulations for Federal records management. We are considering revising and reorganizing the existing regulations to make the regulations easier to read, understand, and use. A proposed table of contents for the revision, which includes parenthetical references to the current configuration of the regulations, is also provided for review and comment.
*Dates:* Submit comments on or before May 14, 2004.
**ADDRESSES:**
NARA invites interested persons to submit comments on this ANPRM. Please include “Attn: 3095-AB16” and your name and mailing address in your comments. Comments may be submitted by any of the following methods:
• E-Mail: Send comments to *[email protected].* If you do not receive a confirmation that we have received your e-mail message, contact Cheryl Stadel-Bevans at 301-837-3021.
• Fax: Submit comments by facsimile transmission to 301-837-0319.
• Mail: Send comments to Regulations Comments Desk (NPOL), Room 4100, Policy and Communications Staff, National Archives and Records Administration, 8601 Adelphi Road, College Park, MD 20740-6001.
• Hand Delivery or Courier: Deliver comments to 8601 Adelphi Road, College Park, MD.
• Federal eRulemaking Portal: Go to *http://www.regulations.gov.* Follow the online instructions for submitting comments.
**For further information contact:**
Cheryl Stadel-Bevans at telephone number 301-837-3021 or fax number 301-837-0319.
**Supplementary Information:**
**Background**
NARA is concerned that the current Federal records management regulations do not reflect many of the recent changes in records management and, therefore, need updating to meet the challenges of a changing recordkeeping environment. We are considering revising the existing regulations to incorporate current standards and practices, such as new guidance on electronic recordkeeping and relevant portions of ISO 15489-1:2001, Records management—Part 1: General (ISO Records Management Standard).
In addition, we propose to restructure the regulations to better reflect the lifecycle of records, from creation through active agency use to disposition. We are considering consolidating all definitions under 36 CFR 1220; reorganizing the Parts of 36 CFR Chapter XII, Subchapter B, to more clearly reflect the lifecycle of records; and elevating subparts in the current 36 CFR 1228 to parts, for better emphasis. The regulations would also be re-written in accordance with plain language principles (such as using the question-style for the section headings) to make them easier to read, understand, and use.
Our goal is to make it easier for Federal agencies and records management contractors to follow our regulations. As part of the revision, we also intend to address the issues raised in the advance notice of proposed rulemaking, Records Management; Electronic Text Documents (RIN 3095-AB05) that was published October 10, 2001 (66 FR 51740).
More information about NARA's Redesign of Federal Records Management may be found online at *http://www.archives.gov/records_management/initiatives/rm_redesign_project.html.*
**Questions for Comment**
What do you think about this proposal? Do you agree that the current Federal records management regulations need revision? Which regulations do you think need updating, revision, or expansion? Are there other records management issues that NARA should address? If you think the NARA regulations need to be revised, are there any priority areas that should be addressed first? Will the proposed reorganization of 36 CFR chapter XII, subchapter B, make the regulations easier to use? Will consolidating definitions in one section be useful? How do you see the proposed revision affecting the records management programs of Federal agencies? Please specify what further changes you would like to see.
Dated: March 2, 2004.
Lewis J. Bellardo,
Deputy Archivist of the United States.
The following table of contents is a proposed outline for reorganizing the regulations for Federal records management and includes parenthetical references to the current configuration of the regulations. We attempted to lay out the regulations in a more serviceable order from the current structure. Please review and comment on the outline.
1220.1
1220.2
**Subpart A—General Provisions**
1220.10
1220.12
1220.14
**Subpart B—Agency Records Management Programs**
1220.30
1220.32
(a) Cooperation with NARA. [1220.32(a)]
(b) Agency internal evaluation. [1220.42]
(c) Compliance. [1220.32(b)]
1220.34
1220.36
1220.38
1220.40
**Subpart A—General**
1222.10
1222.12
**Subpart B—Program Requirements**
1222.20
**Subpart C—Agency Recordkeeping Requirements**
1222.30
1222.32
1222.34
1222.36
1222.38
(a) Categories of documentary materials. [1222.38]
(b) Levels of recordkeeping requirements. [New]
(1) Agency.
(2) Program.
(3) Series/system.
1222.40
1222.42
1222.44
1222.46
1222.48
1222.50
**Subpart A—General**
1223.10
1223.12
**Subpart B—Vital Records**
1223.20
1223.22
1223.24
1223.26
1223.28
1224.1
1224.10
1224.12
1225.10
1225.12
1225.14
1225.16
1225.18
1225.20
1225.22
1226.10
1226.12
1226.14
1226.16
1226.18
1226.20
1227.10
1227.12
1227.14
1228.10
1228.12
1228.14
1228.16
1228.18
1229.10
1229.12
1229.14
1230.10
1230.12
1230.14
1230.16
1231.10
1231.12
1231.14
1231.16
1231.18
1231.20
1231.22
1231.24
1231.26
1232.10
1232.12
1232.14
1232.16
1233.10
1233.12
1233.14
1233.16
1233.18
1233.20
1233.22
**Subpart A—General**
1234.10
1234.12
1234.14
**Subpart B—Facility Standards**
1234.20
1234.22
1234.24
**Subpart C—Handling Deviations From NARA's Facility Standards**
1234.30
1234.32
1234.34
**Subpart D—Facility Approval and Inspection Requirements**
1234.40
1234.42
1234.44
Appendix A—Minimum Security Standards for Level III Federal Facilities [1228 Appendix A]
Appendix B—Alternative Certified Fire-safety Detection and Suppression System(s) [1228 Appendix B]
**PART 1235—TRANSFER OF RECORDS TO THE NATIONAL ARCHIVES OF THE UNITED STATES**
1235.10
1235.12
1235.14
1235.16
1235.18
1235.20
1235.22
1235.24
1235.26
1235.28
1235.30
1235.32
**Subpart A—General**
1236.1
**Subpart B—Program Requirements**
1236.10
**Subpart C—Standards for Design and Implementation of an Electronic Records System [ISO 15489-1:8]**
1236.12
1236.14
1236.16
1236.18
1236.20
1236.22
1236.24
(a) Identifying and preserving. [1234.24(a)]
(b) Recordkeeping systems. [1234.24(b)]
(c) Copying. [1234.24(c)]
(d) Print and file. [1234.24(d)]
1236.26
1236.28
1236.30
1236.32
1236.34
1236.36
1236.38
1236.40
1236.42
1236.44
1236.46
1236.48
**Subpart E—Disposition of Electronic Records**
1236.50
1236.52
(a) Scheduling. [1234.32(a)]
(b) Records authorized for disposal in certain parts of the GRS are also authorized for disposal if they are in an electronic format. [New]
(c) Establishing. [1234.32(c)]
(d) Electronic mail. [1234.32(d)]
(e) Transferring. [1234.32(b)]
1236.54
**Subpart A—General**
1237.1
1237.2
**Subpart B—Audiovisual Records Management**
1237.20
1237.22
1237.24
1237.26
1237.28
1237.30
1237.32
**Subpart A—General**
1238.1
1238.2
**Subpart B—Cartographic, Architectural, and Aerial Film Management**
1238.20
1238.22
1238.24
1238.26
1238.28
**Subpart A—General**
1240.1
1240.2
1240.3
**Subpart B—Program Requirements**
1240.7
**Subpart C—Microfilming Standards**
1240.10
1240.12
1240.14
1240.16
**Subpart D—Storage, Use, and Disposition of Microform Records**
1240.20
1240.22
1240.24
1240.26
1240.28
1240.30
**Subpart E—Centralized Micrographic Services**
1240.40
1242.1
1242.2
**Subpart A—General**
1244.10
1244.20
**Subpart B—Inspection Program**
1244.30 Inspection process.
1244.32
1244.34
1244.36
**Subpart C—Studies Program**
1244.40
1244.42
1244.44
1244.46
1246.10
1246.20
1246.30
1246.40