Source: http://www.fedgovcontracts.com/pe01-122.htm
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9/20/01 Dispatch: FMR - Records, Interagency Reports, and Forms Management Programs
SUBJECT: Federal Management Regulation (FMR); Records, Interagency Reports, and Forms Management Programs
SOURCE: Federal Register, September 20, 2001, Vol. 66, No. 183, page 48357
SYNOPSIS: GSA is updating, streamlining, and clarifying Federal Property Management Regulations (FPMR) Part 101-11, Creation, Maintenance, and Use of Records, then moving it into the new Federal Management Regulation (FMR) as Part 102-193, Creation, Maintenance, and Use of Records; Part 102-194, Standard and Optional Forms Management Program; and Part 102-195, Interagency Reports Management Program. In addition, the new FMR parts encourages federal agencies to conduct business electronically.
EDITOR'S NOTE: For more on the proposed rule, see the August 9, 2000, FEDERAL CONTRACTS DISPATCH "Federal Management Regulation (FMR); Records, Interagency Reports, and Forms Management Programs."
DATES: Comments must be submitted by October 22, 2001.
FOR FURTHER INFORMATION CONTACT: R. Stewart Randall, Strategic IT Issues Division (MKB), 202-501-4469, or e-mail: stewart.randall@gsa.gov.
SUPPLEMENTAL INFORMATION: On August 9, 2000, GSA published a proposal to remove FPMR Part 101-11, move the contents into three different FMR Parts, and revise them as follows:
All that would remain of FPMR 101-11 would be Section 101-11.0, Cross-Reference to the Federal Management Regulation (FMR) (41 CFR Chapter 102, Parts 102-1 Through 102-220), which would state: "For information on records, interagency reports, and standard and optional forms, see FMR Parts 102-193, 102-194, and 102-195 (41 CFR Parts 102-193, 102-194, and 102-195)."
FPMR Subpart 101-11.0, General Provisions, and Subpart 101-11.1, Agency Programs, would be transferred to the FMR as Part 102-193, Creation, Maintenance, and Use of Records. FMR Part 102-193 would provide a foundation for GSA programs to help address problems in the management of contemporary records. Both GSA and the National Archives and Records Administration (NARA) have responsibilities for records management, so the proposed rule referenced appropriate NARA regulations.
FPMR 101-11.203, Standard and Optional Forms Management Program, would be transferred to the FMR as Part 102-194, Standard and Optional Forms Management Program. FMR Part 102-194 would facilitate the movement of the government toward greater automation of the information exchanged using standard and optional forms. GSA envisioned greater use of information technology to allow improved customer service and governmental efficiency, especially through widespread use of the Internet, with federal agencies transacting business electronically as commercial enterprises are doing. Therefore, the proposed rule encouraged agencies to use automated formats where appropriate.
FPMR 101-11.204, Interagency Reports Management Program, would be moved to the FMR as Part 102-195, Interagency Reports Management Program. FMR Part 102-195 would shorten the time between when an agency determines a need for interagency information and when the agency can initiate an interagency report to obtain that information. Agencies would no longer have to get GSA's approval before initiating an interagency report. This change would permit agencies take advantage of information technology to get the information they need to accomplish their missions. However, agencies would be asked to give GSA information such as the name and the cost of each of their interagency reporting requirements. This information would be placed on GSA's web site at http://www.gsa.gov and made available to federal agencies.
Three comments were received on the proposed rule, so it is being adopted as final with minor editorial changes.
The following are the tables of content for FMR Part 102-193, 102-194, and 102-195:
FMR Part 102-193:
102-193.5 What does this part cover?
102-193.10 What are the goals of the Federal Records Management Program?
102-193.15 What are the records management responsibilities of the Administrator of General Services (the Administrator), the Archivist of the United States (the Archivist), and the heads of Federal agencies?
102-193.20 What are the specific agency responsibilities for records management?
102-193.25 What type of records management business process improvements should my agency strive to achieve?
FMR Part 102-194:
102-194.5 What is the Standard and Optional Forms Management Program?
102-194.10 What is a Standard form?
102-194.15 What is an Optional form?
102-194.20 What is an electronic Standard or Optional form?
102-194.21 What is an automated Standard or Optional format?
102-194.25 What role does my agency play in the Standard and Optional Forms Management Program?
102-194.30 Should I create electronic Standard or Optional forms?
102-194.35 For what Standard or Optional forms should an electronic version not be made available?
102-194.40 Who should I contact about Standard and Optional forms?
FMR Part 102-195:
102-195.5 What is the Interagency Reports Management Program and what is its purpose?
102-195.10 What is an interagency report?
102-195.15 What must an agency do to implement the Interagency Reports Management Program?
102-195.20 Are any interagency reports exempt from this program?