How to Develop a Records Control Schedule
Updated 05/11/06

Record Control Schedules (RCS) provide guidance for the retention and destruction of official agency records (including electronic and non-record materials) that are not covered under an authorized General Records Schedule (GRS). Record Controls Schedule are created by agencies and approved by an archivist from the National Archives and Records Administration (NARA) for specific agency records. With the assistance of the ITA Records Management Officer (RMO), supervisors/managers can develop a RCS for records not covered by a GRS or an approved RCS as follows:

  1. Review functions and record keeping requirements of the particular office(s) whose records are to be scheduled or contact RMO to determine if existing records (files) in your office are covered by an approved RCS or covered by the GRS. Examine pertinent documents such as laws and regulations, consult with program managers and contact the ITA Records Management Officer in OOMS for additional guidance and Form SF-115, "Request For Records Disposition Authority."
  2. Upon determination that records are not scheduled, prepare a draft SF-115, and determine whether or not the schedule will be arranged by organization, function, or a combination of these. Recommend the records as permanent or temporary and propose specific retention periods for them.
  3. Draft recommended file cutoffs, retention periods, and other disposition instructions for all records, along with the necessary instructions for all non-records in accordance with the General Records Schedule (GRS) and/or Records Control Schedule (RCS) issued by the National Archives and Records Administration (NARA).
  4. Clear draft SF-115 internally (see attached sample). Obtain any necessary approval from the Office of the General Counsel, NARA and the General Accounting Office.
  5. Submit the completed SF-115 to the Records Management Officer in Room 4001. The Records Management Officer will review and forward the SF-115 to NARA for approval.
  6. After approval by NARA, implement the completed and approved records control schedule, train personnel in its use, and apply it to requesting office's records.
  7. Review the schedule annually, and by following the above steps, update it to cover new series and systems or to revise the dispositions of current series and systems.

For additional information contact: Nina Harris at 202-482-3585 or Nina.Harris@mail.doc.gov .