Records Schedules

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

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:

Destroy/recycle records that are no longer needed in the office;
Retire inactive records to offsite storage; or
Transfer permanent records to the National Archives.

There are two types of schedules:

General Records Schedules (GRS)
The National Archives and Records Administration (NARA), which has responsibility for establishing recordkeeping requirements for federal records, issues the GRS. The GRS provides authority to destroy/recycle temporary, administrative records common to several or all federal agencies (for example, official personnel folders).
FDA-specific schedules
The FDA Records Control Schedules list disposition instructions for records that is unique to FDA. It provides legal disposition instructions for FDA records. These schedules have been approved by FDA and NARA officials. These schedules identify which FDA records are temporary (eligible for destruction after a specific time period) and which records are permanent (transferred to NARA after a specific time period).

2. Why do we have to use schedules?

There are several good reasons for using the schedules:

It's required! According to regulations issued by NARA (36 CFR 1224.10), all federal agencies are required to have schedules for records, regardless of format, including paper, audiovisual materials, maps and drawings, publications, word processing documents, e-mail, databases, etc.
Removing records that are no longer needed from active office space makes it easier for you to manage the records you need.
Using appropriate schedules ensures records are not kept longer than needed, but also not destroyed too soon.
Removing or destroying records without authorization can result in criminal penalties.

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.

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

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

Review the schedules. Approved schedules are on the Web site. You can browse the schedules by number, Center/Office or records series.
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.

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.

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.

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.

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.

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:

Develop new schedules when they are needed;
Update existing schedules when work requirements change;
Answer questions about your records as the schedules are reviewed;
Follow the instructions in the schedules when they are approved