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In the Loop - December 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: Closing records at the end of the year (21-DEC-2010)

The end of the calendar year is a common time to move records from the "active" to the "inactive" phase of their lifecycle.

Inactive files are "closed," which means no more information is added to them. Inactive records must be separated from active records.

Labeling records appropriately aids in identifying and retrieving them when needed.

Label folders with:

  • identifying information (e.g., Agency file codes (AFCs), titles),
  • custodial information (i.e., custodian's name and organization), and
  • date range of records within the file
  • you may also want to add the close date for the file

For example (click here to enlarge for details):
Label Example

See the File Plan Guide for more information about labeling your records.

See the records schedules for mandatory instructions on when to close records.

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