Frequently Asked Questions about GRS 4.2, Records of Information Access and Protection
Updated: April 2024
1. Why are there two items (060 and 061) for erroneous release records?
The two items reflect the two ways agencies may keep erroneous release records. How they file the records impacts how they may dispose of them.
1) Item 060: An agency may keep erroneous release records with the released record. In this case, the agency keeps the erroneous release records as long as the related records, or 6 years, whichever is longer.
2) Item 061: An agency may keep all erroneous release cases as a separate series. These records are not associated with the released records. In this case, the agency may destroy the erroneous release records 6 years after the erroneous release.
2. My agency posts SORNs and PIAs to its web pages. Are those the record copy covered by items 150 and 161?
An agency should determine as part of its policies and procedures where and how it keeps recordkeeping copies. An agency may choose to keep its record copy of active SORNs and PIAs on its external or internal web pages.
3. What is the OMB Final Guidance to which item 170 refers?
OMB guidance on Computer Matching Agreements appears in several documents. See:
- Final Guidance interpreting the Provisions of Public Law 100-503. Published in the Federal Register (54 FR 25818, June 19, 1989).
- OMB Circular A-108: Federal Agency Responsibilities for Review, Reporting, and Publication under the Privacy Act.
- The Computer Matching and Privacy Protection Amendments of 1990 and the Privacy Act of 1974. Published in the Federal Register (56 FR 18599, April 23, 1991).
- Privacy Act of 1974: Revised Supplemental Guidance for Conducting Matching Programs. Published in the Federal Register (47 FR 21656, May 19, 1982).