NASA Procedural Requirements

NPR 1441.1E Effective Date: January 29, 2015 Expiration Date: May 23, 2025

Subject: NASA Records Management Program Requirements (Updated w/Change 3)

Responsible Office: Office of the Chief Information Officer

Preface

P.1 Purpose

a. This NASA Procedural Requirements (NPR) directive establishes procedural requirements in accordance with 36 Code of Federal Regulations (CFR) Chapter XII, Records Management, and NASA Policy Directive (NPD) 1440.6, NASA Records Management. It provides overall, high-level direction to NASA Centers for implementation and ongoing operation of an effective Records Management (RM) program at the Agency level and within each Center, while allowing flexibility for establishment and implementation of local procedures and processes to meet specific needs of Center-level directorates, mission programs, and offices.

b. It establishes minimum requirements for managing NASA record information throughout its life cycle -- from creation/collection, categorization, maintenance, and operational use; through retention after active use ("retirement"); to eventual disposition by destruction or transfer to the National Archives for historical preservation.

c. It also establishes the procedural requirements for development, maintenance, and use of NASA Records Retention Schedules contained in a separate publication, NRRS 1441.1, NASA Records Retention Schedules (NRRS), published in NASA Online Directives Information System (NODIS) under "other documents," that govern the length of records retention and their final disposition.

P.2 Applicability

a. This NPR is applicable to NASA Headquarters (HQ) and NASA Centers, including Component Facilities and Technical and Service Support Centers. These requirements apply to Jet Propulsion Laboratory (JPL), a Federally Funded Research and Development Center, other contractors, grant recipients, or parties to agreements only to the extent specified or referenced in the suitable contracts, grants, or agreements.

b. In this directive, all mandatory actions (i.e., requirements) are denoted by statements containing the term "shall." The terms "may" or "can" denote discretionary privilege or permission, "should" denotes a good practice and is recommended but not required, "will" denotes expected outcome, and "are/is" denotes descriptive material.

c. In this directive, all document citations are assumed to be the latest version, unless otherwise noted.

P.3 Authority

a. Records Management by the Archivist of the United States and by the Administrator of the General Services, 44 U.S.C. §§ 2901 et seq.

b. Disposal of Records, 44 U.S.C. §§ 3301 et seq.

c. Records Management, 36 CFR, Chapter XII, Subchapter B.

d. NPD 1440.6, NASA Records Management.

P.4 Applicable Documents and Forms

b. NPR 1040.1, NASA Continuity of Operations (COOP) Planning Procedural Requirements.

c. NPR 2190.1, NASA Export Control Program.

d. NPR 9660.1, Vital Financial Records for Emergency Operations.

e. NID 1600.55, Sensitive But Unclassified (SBU) Controlled Information.

f. NID 7120.99, NASA Information Technology and Institutional Infrastructure Program and Project Management Requirements.

g. ISO 15489, Information and Documentation - Records Management.

h. NASA Form 1786, Inter- or Intra-Agency Transfer of NASA Records Agreement.

i. Standard Form 115, Request for Records Disposition.

j. Standard Form 135, Records Transmittal and Receipt.

k. National Archives and Records Administration (NARA) General Records Schedules.

l. IT-HBK 1440.01, Records Planning and Management.

m. IT-HBK 1441.01, Records Retention and Disposition.

n. ITS-HBK 1382.03-01 Privacy Risk Management and Compliance: Collections, PIAs, and SORNs.

o. NRRS 1441.1, NASA Records Retention Schedules.

P.5 Measurement/Verification

processes specified in this NPR:

(1) The NASA Records Officer shall conduct periodic Agency RM self-assessments on behalf of the Senior Agency Official (SAO) for Records Management and report the results to NARA.

(2) The NASA Records Officer shall conduct other periodic reviews and assessments of NASA Centers' RM Programs to assess overall and/or specific effectiveness and compliance with relevant regulations and policies.

(3) Center Records Managers shall conduct periodic internal self-assessments of Records Management implementation by organizations and projects at their Centers.

P.6 Cancellation

NPR 1441.1D, NASA Records Retention Schedules, dated February 24, 2003. Note for reviewers: NASA Records Retention Schedules (NRRS) previously in NPR 1441.1 are also being updated and will be incorporated by reference in the NPR. The NRRS will be published in a separate document numbered "NRRS 1441.1," titled "NASA Records Retention Schedules."

DISTRIBUTION:
NODIS

This document does not bind the public, except as authorized by law or as incorporated into a contract. This document is uncontrolled when printed. Check the NASA Online Directives Information System (NODIS) Library to verify that this is the correct version before use: https://nodis3.gsfc.nasa.gov.