# Presentation: 675391

## NARA Business Process: Scheduling and Appraisal in ERA

**ERA Drop 3 End User Sessions****March 18-19, 2008****Archives II, College Park, MD**

## Initial Release Functionality

**In initial release, only new form is e-115**
- Agencies can create and submit 115s to NARA and NARA can approve 115s at end of appraisal process, but no workflow.

**Notes:**
No workflow means schedules will be routed to SHUs as paper documents, SHU forms, appraisal reports, SHU comments, etc. will be generated outside of ERA as done now.  At end of process when schedule ready for formal approval, a paper dossier will be routed.  However, schedules will be “marked” in ERA as approved by the various levels of NARA management.

## Subsequent Releases

**All appraisal related forms will be prepared in ERA and routed and approved in ERA.**
- Included will be:
- Structured appraisal report
- New version of NA 13133
- New version of SHU form, etc.

**Notes:**
We still do not know what these forms will look like.

## E-115

**E-115 is more like the current SF 115 than it is different**
- Basic requirements have NOT been changed
- What is required now is still going to be required
- What is optional now is still mostly going to be optional

**Notes:**
Main area where form has new data elements is attributes of permanent items (e.g., date span, volume, accumulation).  However, this information has long been a requirement.

## E-115

**So what’s different – high level view**
- 	 - Fields, allowing for sorting, searching
- Some new required information
- Controlled values
- Dependencies
- Deterministic disposition instructions
- System validation

## E-115

**What’s different – 100 foot view**
- Name of organization submitting request – for agencies with own records programs that are part of larger entities (usually bureaus within cabinet agencies), use name of bureau, not department
- Specific option for agency-wide functional schedules, as opposed to current situation
- Internal agency concurrence – specific choice to indicate whether or not attached
- Must indicate short title or subject

**Notes:**
Re Name of agency/bureau – for example, schedule covering change to Army manual, agency is Army, not DOD; for Park Service, agency is NPS, not DOI.  However, State schedules records at agency level so schedule covering Bureau of European Affairs is submitted by DOS RMO, so DOS is agency. 
Re Agency-wide, currently agencies tend to put in organizational information re RM unit.  In ERA, simply select agency-wide.
Some agencies submit internal concurrences with schedule.  In this block, agency indicates if concurrences are attached.  At IOC, this will always be No since no attachments.  In future, when attachments possible, agencies can check yes if they are attaching any internal concurrences to the 115.  Not required that agencies seek internal concurrences or submit them.  

## E-115

**Overviews**
- New word, old concept
- Goal is to have a standard terminology
- An item is an item is an item
- Title/description associated with a disposition instruction
- No longer use the term “sub-item”
- “Overview” is additional title/description information used to associate various items together.

## E-115

- Explicit fields re whether item will be in manual
- Explicit fields re previous authorities, including old retention period, and re volume and accumulation
- Information on whether schedule is media neutral and current format of records

**Notes:**
Explain the field about whether the records exist in electronic format.  Reason it’s there is for appraisal purposes. Reappraisal, etc. are NARA only.  RWA is new term for withdrawn.  Reappraisal is for when NARA determines at the outset that a perm item should be revisited (e.g., when there are more records).  Rescind/restore cover authority N has to withdraw authorities (and restore them).