**GENERAL RECORDS SCHEDULE** **27**

**Records of the Chief Information Officer**

This schedule provides disposal authorization for certain records
created and maintained by Federal Chief Information Officers (CIO) and
their program offices. This schedule applies to the records of CIOs at
agency or departmental headquarters as well as those of deputy and
subordinate CIOs at the bureau or field office level. This schedule does
not apply to officials with Government-wide responsibilities for
information resources management (IRM) and information technology (IT)
governance.

In accordance with the Clinger-Cohen Act (originally the Information
Technology Management Reform Act), CIOs of 24 major departments and
agencies have IRM as their primary duty. They are responsible for
advising and assisting the agency's executive with IT acquisition and
management; developing and maintaining the agency's IT architecture;
promoting the efficient design and operation of the agency's major
information resources management processes; monitoring the performance
of IT programs of the agency; and developing the knowledge and skill of
IT staff. CIOs may also lead, coordinate, or participate in programs to
support the mandates of the Paperwork Reduction Act, Government
Paperwork Elimination Act, Federal Records Act, E-Government Act of
2002, Privacy Act, Government Performance and Results Act, and other
Federal laws and regulations relating to IRM.

This schedule does not cover all records relating to the work of CIOs.
CIOs are often responsible for programs and activities whose records are
already covered by an approved GRS. Records not described in this or any
other GRS must be scheduled by submission to NARA of an SF 115, Request
for Records Disposition Authority. If records are part of a larger case
file or recordkeeping system that contains records not covered in this
schedule, agencies must separately schedule those records or systems by
submitting an SF 115 to NARA. If records covered by more than one item
in this schedule are maintained together in one file or recordkeeping
system, agencies must retain the records for the longest retention
period authorized for those items.

The disposition instructions apply to records regardless of physical
form or characteristics. Records may be maintained in any format on any
medium.

Note that GRS 20, Electronic Records, remains in effect. GRS 20 covers
certain temporary files associated with database management. This
schedule supplements GRS 20 by providing disposal authority for records
relating to the administration of a CIO's office, as opposed to the
operation and use of specific systems. This schedule does not apply to
the data or information content of IT systems. Records relating to
specific systems that support or document the agency's mission must be
scheduled individually by submission of an SF 115 to NARA.

1\. [Information Technology (IT) Program Planning Records]{.underline}

Records relating to the development of agency IT programs. Included are
records that document agency-wide IT goals; specify milestones to be
achieved; identify performance measures for the agency's IT portfolio;
or summarize the underlying principles and approach by which the agency
will plan for and manage its IT resources. Records may include strategic
and tactical plans documenting the implementation and maintenance of IT
systems in support of the agency mission and also may include records
supporting formally issued plans, such as records of concurrence,
comments, clearances, justifications, and other issuance records.

Cut off annually. Destroy/delete when 7 years old or when no longer
needed, whichever is later.

\[**Note**: This item does not apply to the data content or design of
individual IT systems. Records relating to specific mission-related
systems must be scheduled individually by submission of an SF 115 to
NARA.\]

2\. [Enterprise Architecture Records]{.underline}

Records identifying the IT systems and networks required to perform the
agency's mission and the transitional processes required to implement
comprehensive programs to support that mission. Records may include
technical reference models, diagrams, graphics, models, and narratives
that describe the agency's baseline architecture, target architecture,
and related sequencing plans.

Cut off when superseded by a new iteration of the enterprise
architecture. Destroy/delete when 7 years old or when no longer needed,
whichever is later.

3\. [IT Capital Investment Records]{.underline}

Records documenting the integration of IT investments with agency-wide
strategic planning, budgeting, procurement, and management. Records
include routine and periodic reports on IT capital investments; capital
asset plans; business cases for major investments, systems,
acquisitions, or operational assets identified in the agency's capital
investment portfolio; and clearance and review records.

Cut off annually. Destroy/delete when 7 years old or when no longer
needed, whichever is later.

\[**Note**: Records needed to support contracts are scheduled under GRS
3.\]

4\. [Legal and Regulatory Compliance Records]{.underline}

Records documenting agency compliance with Federal IRM laws and
regulations, including systems and reports created to support compliance
with the mandates of OMB, GAO, and other Federal IRM and IT oversight
agencies.

> Cut off annually. Destroy/delete when 5 years old.

5\. [CIO Committee Records]{.underline}

> Records maintained by committees, boards, task forces, conferences, or
> other IT advisory, governing, or policy bodies for which the CIO has
> designated sponsorship, leadership, or recordkeeping responsibilities.
> Records include meeting minutes, summaries, agendas, and transcripts;
> reports, studies, and publications; membership records;
> correspon­dence, mailing, and distribution records; and other
> administrative committee rec­ords.
>
> Cut off annually. Destroy/delete when 5 years old.

\[**Note**: Records of Government-wide committees sponsored by CIOs,
such as the Federal Chief Information Officers Council, are not covered
by this item.\]

6\. [CIO Subject and Office Records]{.underline}

> Records not otherwise identified in this GRS that include briefings,
> reports, presentations, studies, correspondence, and other documents
> created to support IT program objectives; responses to and decisions
> on matters affecting the IT program; or operational and managerial
> guidance to all organizational segments of the agency.
>
> Cut off annually. Destroy/delete when 5 years old.

\[**Note**: Official agency policy records generated by the CIO are not
covered by this item. They are considered agency policy and issuance
records and are scheduled elsewhere.\]

7\. [Schedules of Daily Activities]{.underline}

> Calendars, appointment books, schedules, logs, diaries, and other
> records documenting meetings, appointments, telephone calls, trips,
> visits, and other activities by the CIO while serving in an official
> capacity, EXCLUDING materials determined to be personal and those that
> have been incorporated into other recordkeeping systems.
>
> Cut off annually. Destroy/delete when not less than 2 years but not
> more than 5 years old.

\[**Note**: This item applies only to records of the CIO, not of the
office's subordinate staff. See GRS 23/5 for coverage of the latter.\]

8\. [Electronic Mail and Word Processing]{.underline}

> Electronic copies of records that are created on electronic and word
> processing systems and used solely to generate a recordkeeping copy of
> the records covered by the other items in this sched­ule. Also includes
> electronic copies of records created on electronic mail and word
> processing systems that are maintained for updating, revision, or
> dissemination.

a.  Copies that have no further administrative value after the
    recordkeeping copy is made.

Includes copies maintained by individuals in personal files, personal
electronic mail directo­ries, or other personal directories on hard disk
or network drives that are used only to pro­duce the recordkeeping copy.

Destroy/delete within 180 days after the recordkeeping copy has been
produced.

b.  Copies used for dissemination, revision, or updating that are
    maintained in addition to the recordkeeping copy.

Destroy/delete when dissemination, revision, or updating is complete.

**GRS 27, *Records of the Chief Information Officer***

**Implementation Guide**

+------------------------+---+---------------------------------------------+
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|                        | * |                                             |
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+========================+===+=============================================+
|                        |   |                                             |
+------------------------+---+---------------------------------------------+
| **1. Information       | S |                                             |
| Technology (IT)        | t |                                             |
| Program Planning       | r |                                             |
| Records**              | a |                                             |
|                        | t |                                             |
| Cut off annually.      | e |                                             |
| Destroy/delete when 7  | g |                                             |
| years old or when no   | i |                                             |
| longer needed,         | c |                                             |
| whichever is later.    | a |                                             |
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+------------------------+---+---------------------------------------------+
| **2. Enterprise        | T |                                             |
| Architecture Records** | e |                                             |
|                        | c |                                             |
| Cut off when           | h |                                             |
| superseded by a new    | n |                                             |
| iteration of the       | i |                                             |
| enterprise             | c |                                             |
| architecture.          | a |                                             |
| Destroy/delete when 7  | l |                                             |
| years old or when no   | r |                                             |
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| whichever is later.    | f |                                             |
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+------------------------+---+---------------------------------------------+
| **3. IT Capital        | R |                                             |
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+------------------------+---+---------------------------------------------+
| **4. Legal and         | R |                                             |
| Regulatory Compliance  | e |                                             |
| Records**              | c |                                             |
|                        | o |                                             |
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| Destroy/delete when 5  | d |                                             |
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+------------------------+---+---------------------------------------------+
| **5. CIO Committee     |   | Meeting minutes, summaries, agendas, and    |
| Records**              |   | transcripts; reports, studies, and          |
|                        |   | publications; membership records;           |
| Cut off annually.      |   | correspon­dence, mailing, and distribution   |
| Destroy/delete when 5  |   | records; and other administrative committee |
| years old.             |   | rec­ords.                                    |
|                        |   |                                             |
|                        |   | \[**Note**: Records of Government-wide      |
|                        |   | committees sponsored by CIOs, such as the   |
|                        |   | Federal Chief Information Officers Council, |
|                        |   | are not covered by this item.\]             |
+------------------------+---+---------------------------------------------+
| **6. CIO Subject and   |   | Other mission-related briefings, reports,   |
| Office Records**       |   | presentations, studies, and correspondence  |
|                        |   | of the CIO not directly related to the      |
| Cut off annually.      |   | schedule items described above.             |
| Destroy/delete when 5  |   |                                             |
| years old.             |   | \[Note: Some records related to the         |
|                        |   | compliance of individual IT systems may be  |
|                        |   | maintained with and for as long as the      |
|                        |   | documentation for the system itself. See,   |
|                        |   | for example, GRS 24/5, "Files Related to    |
|                        |   | Maintaining the Security of Systems and     |
|                        |   | Data."                                      |
+------------------------+---+---------------------------------------------+
| **7. Schedules of      |   | Official calendars, appointment books,      |
| Daily Activities**     |   | schedules, logs, and diaries.               |
|                        |   |                                             |
| Cut off annually.      |   | \[**Note**: This item applies only to       |
| Destroy/delete when    |   | records of the CIO, not of the office's     |
| not less than 2 years  |   | subordinate staff. See GRS 23/5 for         |
| but not more than 5    |   | coverage of the latter.\]                   |
| years old.             |   |                                             |
+------------------------+---+---------------------------------------------+
| **8. Electronic Mail   |   | Electronic copies of records described      |
| and Word Processing**  |   | elsewhere in this schedule.                 |
|                        |   |                                             |
| See GRS 27.            |   |                                             |
+------------------------+---+---------------------------------------------+

**Frequently Asked Questions about General Records Schedule 27,**

***Records of the Chief Information Officer***

**1. To whom does General Records Schedule 27 apply?**

GRS 27 provides disposal authorization for certain records created and
maintained by Federal Chief Information Officers (CIO). This schedule
applies to the records of CIOs at agency or departmental headquarters as
well as those of deputy and subordinate CIOs at the bureau or field
office level.

**2. Does this schedule describe all of the records of Federal CIOs?**

Not necessarily. CIOs are often responsible for programs and activities
whose records are covered by another General Records Schedule or
approved agency records schedule.

**3. How does this schedule differ from GRS 20, *Electronic Records*,
and GRS 24, *Information Technology (IT) Operations and Management
Records*?**

GRS 20 and GRS 24 cover certain records associated with the day-to-day
operation of individual information systems and related support
services. GRS 27 provides disposal authority for records documenting the
administration of the office of the CIO and its agency-wide information
resources management.

**4. How does GRS 27/4, "Legal and Regulatory Compliance Records,"
differ from GRS 24/1, "Oversight and Compliance Files"?**

GRS 27/4 covers CIO records that document an agency's compliance with
Federal laws and regulations governing information resources management.
GRS 24/1 covers records that document an office's or a system's
compliance with the IT policies, directives, and plans that are
typically developed or issued by the agency CIO.

**5. Does this schedule cover records related to IT security?**

Insofar as they document agency-wide efforts to comply with the laws and
regulations that govern IT security, such CIO records would be covered
by 27/4, "Legal and Regulatory Compliance Records." However, records
that document the security of individual IT systems -- including
vulnerability assessments, audits, risk management analyses, and
security plans -- are covered by GRS 24/5, "Files Related to Maintaining
the Security of Systems and Data." Records related to specific security
breaches or incidents are covered by GRS 24/7, " Computer Security
Incident Handling, Reporting and Follow-up Records."

**6. Does this schedule cover system data?**

This schedule does not apply to the data or information content of IT
systems. Records relating to specific systems that support or document
the agency's mission must be scheduled individually by submission of an
SF 115 to the National Archives.

**7. Do records have to be arranged in these categories?**

No. If records covered by more than one item in this schedule are
maintained together in one file or recordkeeping system, keep the
records for the longest retention period authorized for those items.

**8. Is this schedule only for paper records?**

No. This schedule applies to records regardless of their physical form
or characteristics. Records may be maintained in any format on any
medium.