In the Loop - April 2008
Some In The Loop articles and links are pertinent to EPA staff and are available to EPA Intranet users only.
Tip of the Week: Forms for managing inactive records (29-APR-2008)
Properly managing inactive records includes using the right form to document their retirement, retrieval, and disposition (i.e., transfer or destruction). Your Records Liaison Officer (RLO) will work with you:
Contact your RLO or the Records Help Desk for more information about using these forms and managing your inactive records.
Tip of the Week: Departure and your records (22-APR-2008)
Your recordkeeping requirements include protecting records from unauthorized removal or destruction. This is especially important for staff planning to depart the Agency. Before leaving the Agency, departing employees and officials must work with their Records Liaison Officer (RLO) or designee to:
Senior Agency officials must keep in mind that many of their records are considered permanent and must be adequately protected and preserved.
For more information, see:
Tip of the Week: Clear Your Clutter (15-APR-2008)
This month EPA Headquarters is sponsoring a "Clear Your Clutter" challenge to encourage the clean up of work areas. Many other EPA sites are also sponsoring clean-up days. Records Liaison Officers (RLOs) and other records contacts must be involved with these activities to ensure the proper disposal of records. If cleaning your work area involves eliminating piles of paper or old files, consult the records schedules and work with your RLO or the Records Help Desk to ensure the safety of your records.
See "Frequent Questions about Cleanup Days and Records" for more information about cleaning up your work area and the April 8, 2008 Tip of the Week on unauthorized destruction of records.
Tip of the Week: Unauthorized destruction of records (08-APR-2008)
Federal law requires agencies to have safeguards preventing the illegal, unauthorized destruction of records (44 U.S.C. 3106) and imposes criminal penalties for unauthorized destruction (18 U.S.C. 2071). You can prevent the unauthorized destruction of records by:
Should you discover that records have been unlawfully or accidentally destroyed, you must notify the Agency Records Officer (ARO) immediately. Your report to the ARO must include:
Tip of the Week: Audiovisual records (01-APR-2008)
According to the National Archives and Records Administration (NARA) regulations 36 CFR 1237, audiovisual records that document Agency activities or decisions must be preserved as records. Audiovisual records include:
Agency and contract personnel responsible for the maintenance of these records or the operation of equipment used to access them must: