PREPARING THE CONGRESSIONAL BUDGET ACTIVITY/SOURCE OF RECORDS TYPE OF RECORD FILING Receiving the Budget Receiving Views and Receiving CBO Annual Reporting the Resolution Conference Committee Tracking Actions Affecting the Budget President's budget, committee "instant File into separate budget resolution series broken down by budget function (e.g., agriculture, defense, health etc.). Documents (including e-mail and attachments) maintained on computers should be grouped into folders and adequately labeled (e.g., H:\health statements or memos\date). This information should be "migrated" as systems evolve or transferred to the Archives when it becomes noncurrent. Committee reports summarizing plans for File with final report. CBO report analyzing the president's File into budget resolution series. options, and the economic outlook Resolution as reported, committee ac- File into budget resolution series. Senate and House-passed versions of File into budget resolution series. CBO "scorekeeping" reports (status re- If volume warrants, file into a separate budget "tracking" series. Otherwise incorporate into budget resolution series. Overseeing and coordinating office space use, Printing and Binding of Hearings and Reports Legislative Activities Report (required by Standing Rule 26.8(b)), committee calendars, management memos, file manual, documentation for office computer systems, inventories of files stored electronically, inventories of records in storage, staff organization chart or memo Authorization resolution, committee budget and backup material, payroll records, vouchers and invoices Memos regarding policies, job descriptions, resumes, recommendations, commendations, leave records, security clearances, appointment and resignation letters File into a discrete series for all administrative planning documents. File into a discrete series for financial records. Arrange by type of record (e.g., committe budget, vouchers, authorization, etc.). File into a discrete series for personnel records. Room use schedules, catering memos, File into a discrete series by subject such inventories Requisitions, GPO delivery receipts, reporting company forms, master uncorrected and corrected transcripts, transcripts corrected by individual witnesses, and printed hearings as "equipment," "plants,” etc. File into a separate series by type of record. CHAPTER III: DISPOSITION SCHEDULE This chapter consists of a complete list of file series maintained by Senate committees. The purpose is to guide committee staff in the appropriate disposition of committee records including information maintained on computers. No one committee will have all of the series listed, and some offices will establish variants. There is, however, enough information provided to allow staff to identify the material under consideration, and to ascertain whether a particular series or type of electronic document is a permanent record. Certain series require additional appraisal by the archivist, and some may require sampling. When questions arise concerning the appraisal and disposition of committee records, staff are encouraged to call the archivist (224-3351) for assistance, especially for records maintained on computer systems. In any case, the archivist must be contacted to initiate the disposition process which is detailed in Chapter VIII, "Record Transfer Procedures." These schedules provide committee staff with an indication of which records have potential historical value. They are used by the archivist to standardize retention procedures on a Senate-wide basis. Consequently, all committees will maintain and send to the Archives certain basic series including bill files, mark-up transcripts, hearing files, nominations files, and official communications. The following schedule is arranged by committee activity: review and reporting legislation, performing oversight/conducting investigations, considering nominations, considering treaties, receiving official communications, preparing the congressional budget, and managing the committee. |