**GENERAL RECORDS SCHEDULE 26**

> **Temporary Commissions, Boards, Councils and Committees**
>
> **Note: This schedule covers records created and maintained by
> temporary commissions, boards, councils and committees (including
> continuing entities governed by renewable charters such as agency
> advisory committees). In the case of interagency bodies, this schedule
> covers the records maintained by the designated secretariat as well as
> records accumulated by other commission members.**
>
> **This schedule does not apply to the records of Presidential
> commissions, boards, councils and committees covered by the
> Presidential Records Act.**
>
> **For convenience, the term "commission" is used in this schedule to
> cover all types of temporary organizations.**

The record series described in this schedule are created and maintained
in different media and formats, therefore this schedule is written to
authorize the disposition of the records in any media (media neutral).
Agencies are required to refer to the most current version of the Code
of Federal Regulations (CFR) and other relevant guidance to ensure that
the media and format that is chosen by the agency meets NARA's transfer
requirements for permanent records. See 36 CFR Sections: 1228.266 --
Audiovisual Records; 1228.268 -- Cartographic and Architectural Records;
1228.270 -- Electronic Records; 1230.026 -- Microform Records

When records are created and maintained electronically, NARA prefers
that the archival copy be transferred to the National Archives in an
approved electronic format.

1\. [Internal Agency Committees]{.underline}

a\. Internal agency committees unrelated to an agency's mission

> Committees established by an agency for facilitative or operational
> purposes unrelated to the agency's mission, composed wholly of
> full-time officers or employees of the Federal government, and not
> subject to the Federal Advisory Committee Act, e.g. committees tasked
> with organizing events, selecting of interior furnishings, overseeing
> volunteer activities or employee recreational activities.

Any files created and/or maintained by the committee

Destroy/delete when no longer needed for administrative purposes.

b.  Internal agency committees related to an agency's mission

> Committees established by agency authority (not established by Public
> Law or Executive Order) for facilitative or operational purposes,
> related to the agency's mission, composed wholly of full-time officers
> or employees of the Federal government, and not subject to the Federal
> Advisory Committee Act, e.g. committees tasked with reviewing policy,
> studying reorganizations, recommending new actions or developing
> multi-year plans.
>
> Any files created and/or maintained by the committee including agenda,
> minutes, final reports, and related records documenting
> accomplishments of official boards and committees.
>
> These records are potentially permanent and must be scheduled by
> submission of an SF 115 to NARA.

2\. [Records Created by Advisory Commissions, Committees, Councils,
Boards and Other Groups Established under the Federal Advisory Committee
Act (FACA)]{.underline}

\[**NOTE**: The term "advisory committee" as defined by FACA means any
committee, board, commission, council, conference, panel, task force, or
other similar group, or any subcommittee or other subgroup which is (1)
established by statute or reorganization plan or (2) established or
utilized by the President, or (3) established or utilized by one or more
agencies or officers of the Federal government. This term does not apply
to any committee which is composed wholly of full-time officers or
employees of the Federal government.\]

a\. Files documenting the Commission's establishment, membership,
policy, organization, deliberations, findings, and recommendations,
including such records as

-   original charter, renewal and amended charters, organization charts,
    functional statements, directives or memorandums to staff concerning
    their responsibilities, and other materials that document the
    organization and functions of the Commission and its components

-   agendas, briefing books, minutes, testimony, and transcripts of
    meetings and hearings as well as audiotapes and/or videotapes of
    meetings and hearings which were not fully transcribed

-   one copy each of reports, studies, pamphlets, posters (2 copies) and
    other publications produced by or for the commission as well as news
    releases, commissioners' speeches, formal photographs and other
    significant public affairs files

-   correspondence, subject and other files maintained by key commission
    staff, such as the chair, executive director, and legal counsel,
    documenting the functions of the commission

-   substantive records relating to research studies and other projects,
    including unpublished studies and reports and substantive research
    materials (may include electronic data).

-   questionnaires, surveys and other raw data accumulated in connection
    with research studies and other projects where the information has
    been consolidated or aggregated in analyses, reports, or studies
    covered by Item 2(a) (may include data maintained electronically).

-   Records created to comply with the provisions of the Government in
    the Sunshine Act, annual reports to Congress describing the
    agency\'s compliance with the act.

-   Documentation of subcommittees, working groups, or other subgroups
    of advisory committees, that support their reports and
    recommendations to the full or parent committee. This documentation
    may include, but is not limited to minutes, transcripts, reports,
    correspondence, briefing materials, and other related records.

-   Documentation of formally designated subcommittees and working
    groups. This documentation may include, but is not limited to
    minutes, transcripts, reports, correspondence, briefing materials,
    and other related records.

> Permanent. Transfer to the National Archives on termination of the
> Commission. Earlier periodic transfers are authorized for commissions
> operating for 3 years or longer.

\[**NOTE**: Non-textual records transferred to NARA must follow NARA
published guidance for transfer of required elements.\]

> b\. Files that relate to day-to-day Commission activities and/or do
> not contain unique information of historical value, including such
> records as

-   correspondence, reference and working files of Commission staff
    \[excluding files covered by Item 2(a)\]

-   audiotapes and videotapes of Commission meetings and hearings that
    have been fully transcribed, informal still photographs and slides
    of Commission members and staff, meetings, hearings, and other
    events

-   other routine records, such as public mail, requests for
    information, consultant personnel files, records relating to
    logistical aspects of Commission meetings and hearings, etc.

-   extra copies of records described in Item 2(a), e.g. copies of
    meeting agenda and minutes distributed to commission members and
    staff, files accumulated by agencies on interagency bodies other
    than the secretariat or sponsor.

Destroy/delete when 3 years old (see NOTES).

\[**NOTE**: Prior to destruction/deletion, NARA, in consultation with
Commission staff, will review records covered by this item and may
identify files that warrant permanent retention. Such records will be
transferred to the National Archives at the time that related permanent
records are transferred.\]

\[**NOTE**: Administrative records generated by an advisory committee --
records relating to budget, personnel, supply or similar housekeeping or
facilitation functions -- may be disposed of in accordance with the
General Records Schedules since they do not pertain to the subject
matter advice that the advisory committee is providing to the
Government. Administrative records authorized for disposal by the GRS
and having retention periods outlasting the life of the commission (such
as payroll, personnel and fiscal records) should be transferred to the
agency providing administrative support.\]

c\. Web site records

\(1\) Electronic version of web site(s).

Destroy/delete on termination of commission or when no longer needed,

excluding records covered by the NOTE following this item.

\(2\) Design, management, and technical operation records.

Destroy/delete on termination of commission or when no longer needed.

\(3\) Electronic version of content records duplicated in textual series
of commission records.

Destroy/delete on termination of commission or when no longer needed.

\[**NOTE**: Prior to destruction/deletion, NARA, in consultation with
Commission staff, will review records covered by Item 2(c)(1) and may
identify portions (including a web snapshot) that warrant permanent
retention. Such records will be transferred to the National Archives at
the time that related permanent records are transferred along with any
records covered by Item 2(c)(2) that NARA requires to maintain and
access permanent web content records.\]

3\. [Committee Records Not Maintained by the Sponsor or
Secretariat]{.underline}

Copies of committee records, such as agendas, meeting minutes, final
reports and related records created by or documenting the
accomplishments of official boards and commissions, excluding those kept
by the sponsor or Secretariat.

Destroy when 3 years old.

\[**NOTE**: The records of an international committee held by the U.S.
member or representative when the U.S. is not the sponsor or Secretariat
should be described on a SF 115 and submitted to NARA for disposition
authority.\]

\[**NOTE**: Some temporary commissions, especially operational
commissions related to an agency's mission, may have records that are
not covered by the series herein described. Such series should be
described on a SF 115 and submitted to NARA for disposition authority.\]

4\. [Committee Management Records]{.underline}

Records maintained by agency Committee Management Officers for
committees established under the Federal Advisory Committee Act (FACA)
as amended (5U.S.C. Appendix 2). \[See note after this item.\] Committee
Management activities include the establishment, appointment of members,
and operation and termination of chartered Federal advisory committees.

Committee management records include copies of charters, membership
lists, agendas, policy statements, statistical data files, financial
operating plans, General Service Administration reports and other
statistical reports on the number of committees, types of committees,
membership rosters, requests for approval of committee nominees,
appointment documents for individual committee members, financial
disclosure documents, material required to be available for public
information and other related topics maintained by the Committee
Management Officer.

Destroy/delete when 6 years old.

[\[]{.underline}**NOTE**: This item does not apply to records maintained
at the General Services Administration (GSA) or records covered
elsewhere in this schedule.\]

\[**NOTE:** Disposition authority for any commission records not covered
by items above or elsewhere in the General Records Schedule must be
requested by submitting s SF 115 to NARA.\]