Records Schedules

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  1. What is a records schedule?
  2. Why do we have to use schedules?
  3. What kind of information can I find in a schedule?
  4. How do I know which schedules apply to my records?
  5. If the schedule I use needs to be changed, what do I do?
  6. What if there isn't a schedule for the records I have?
  7. Some of the schedules are identified as "media neutral." What does that mean?
  8. Why does it take so long to get schedules approved?
  9. What can I do to help?

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1. What is a records schedule?

A records schedule provides mandatory instructions on how long to keep records (retention) and when they can be destroyed and/or transferred to alternate storage facilities (disposition). They are also known as records disposition schedules, records retention schedules, and records control schedules. To keep it simple, we call them "records schedules" or "schedules.

Schedules identify which records are temporary (eligible for destruction after a specific time period) and which records are permanent (transferred to NARA after a specific time period). By following the instructions in the appropriate schedule, you can:

There are two types of schedules:

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2. Why do we have to use schedules?

There are several good reasons for using the schedules:

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3. What kind of information can I find in a schedule?

Briefly, the schedule describes the types of materials that are covered, how long they are to be kept, and what happens to them after they are no longer needed in the office.

Some of the other information you can find in a schedule includes: which office(s) can use it, if the covered records include any confidential information (e.g., confidential business information), if there are legal requirements that mandate creation of the records, who has custody, and approval dates.

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4. How do I know which schedules apply to my records?

There are two ways you can find the schedule you need:

  1. Review the schedules. Approved schedules are on the Web site. You can browse the schedules by number, Center/Office or records series.
  2. Contact your FDA/Center Assistant Records Liaison Officer (ARLO). Your ARLO can help you find the appropriate schedules and provide guidance on how they should be applied.

Important note: Draft and development schedules cannot be used to authorize destruction of records; they must be approved by FDA and NARA first. You may, however, retire records to a Federal Records Center (FRC) or other storage facility under the provisions of a draft schedule. Contact the appropriate Center/Office Assistant Records Liaison Officer (ARLO) if you need assistance with this process.

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5. If the schedule I use needs to be changed, what do I do?

Please contact the FDA Records Officer or the appropriate Center/Office Assistant Records Liaison Officer (ARLO). The ARLO will work with you to make the needed changes and coordinate the approval process.

In some cases, changes can be made immediately. For example, slight changes in the description of the records or adding guidance to a specific portion of the schedule can be made without going through the normal approval process.

However, new schedules and those that have major changes or changes in the retention period have to be approved by FDA and NARA. Contact the FDA Records Officer or the appropriate Center/Office Records Liaison Officer for assistance.

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6. What if there isn't a schedule for the records I have?

If your records are unscheduled, contact the FDA Records Officer or the appropriate Center/Office Assistant Records Liaison Officer (ARLO) to develop a new schedule. Consider any unscheduled records to be permanent until a schedule has been approved by FDA and NARA.

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7. Some of the schedules are identified as "media neutral." What does that mean?

The records schedules that are approved for paper records (hard copy) can be applied to electronic records.

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8. Why does it take so long to get schedules approved?

It is important to include all stakeholders and provide the opportunity to review and comment on new schedules to ensure the schedule is correct and appropriate. In addition to involved program staff, the Office of General Counsel also review and comment on drafts.

FDA-approved schedules are sent to NARA. NARA also has several steps to complete. As part of their review, an appraisal archivist may contact the holder or custodian of the records for clarification or additional information. Notice of the schedule is also made available for public comment when NARA publishes a notice in the Federal Register.

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9. What can I do to help?

Assistance from FDA Program Offices is very important to the success of this process.

As creators and custodians of the records, you have the most knowledge about how the records are used and how long you need to use them. We need your help to:

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