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In the Loop - April 2010

Some In The Loop articles and links are pertinent to EPA staff and are available to EPA Intranet users only.

Tip of the Month: Using the Correct Records Schedules: Reviewing Program and Applicability (28-APR-2010)

Did you know that the "program" and "applicability" sections of the records schedule restrict which EPA organization and location can use a schedule? For example, headquarters offices should not be using a records schedule that is designated for use by the regions, and vice versa. Here are two examples:

    Program restriction: Many offices have audit case files, but only OIG may use schedule 700 - Audit Case Files. For example, if you are in the Office of Pesticide Programs and your office has been audited, use schedule 082 - Response to Audit, Evaluation, and Investigation.

      EPA Records Schedule 700
      Status: Final, 07/31/2008
      Title: Audit Case Files
      Program: Inspector General
      Applicability: Agency-wide

    Applicability restriction: Many offices have enforcement files, but only headquarters may use schedule 688 - Enforcement - Air Program. For example, air enforcement records in the regions are covered by schedule 207 - Enforcement Action Files.

      EPA Records Schedule 688
      Status: Final, 02/29/2008
      Title: Enforcement - Air Program
      Program: Enforcement and Compliance Assurance
      Applicability: Headquarters

If you use the wrong schedule, it means that the records are filed under the wrong series description and possibly not being kept for the period of time authorized by EPA and the National Archives and Records Administration (NARA). If you have questions about whether or not you should be using a particular records schedule, contact the records help desk.

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