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Managing Records for Departing Senior Agency Officials

MEMORANDUM
DATE: August 23, 2007
SUBJECT: Managing Records for Departing Senior Agency Officials
FROM: Molly A. O'Neill /s/
Assistant Administrator and Chief Information Officer
Office of Environmental Information
TO: Chief of Staff
Deputy Chief of Staff
Assistant Administrators
General Counsel
Inspector General
Chief Financial Officer
Associate Administrators
Regional Administrators
Staff Office Directors
Deputy Assistant Administrators
Deputy Regional Administrators
Assistant Regional Administrators

This memorandum is intended to serve as a reminder to all senior EPA officials of the responsibility to follow federal record-keeping requirements for maintaining and disposing of your Agency records when you leave EPA. You should work closely with your organization's Records Liaison Officer (RLO) to transfer custody of the Agency records you have when you depart. Your RLO will work with EPA's National Records Management Program (NRMP) to ensure that your records are properly retired or disposed of pursuant to EPA's records schedules.

To find the contact information for your organization's RLO please visit:

Headquarters RLOs: http://www.epa.gov/records/people/hq.htm
Regional RLOs: http://www.epa.gov/records/people/region.htm

All federal employees are responsible for creating and preserving records that adequately and properly document "the organization, functions, policies, decisions, procedures, and essential transactions of the agency" (44 U.S.C. 3101). However, EPA senior officials (the positions listed above, including other officials when acting in those capacities), must be especially mindful of federal record-keeping responsibilities.

Many of your records are considered "permanent" because they document EPA's decisions and policies. The National Archives and Records Administration (NARA) determined that records of EPA senior officials have sufficient value to warrant archival preservation. A sample list of the types of permanent records you may have in your office, which you must take special care to preserve, includes the following:

Additionally, please note that e-mail messages relevant to the categories above should be saved in the Enterprise Content Management System (ECMS), or they may be printed to paper and transferred to your office's record-keeping system along with your other non-electronic records. For more information on how to identify records and their disposition schedules, records retirement procedures, and other records information, please consult the EPA NRMP Web site at: http://www.epa.gov/records/.

I appreciate your attention to this matter. Should you have questions or concerns, please do not hesitate to contact John B. Ellis, EPA's Records Officer, at 202-566-1643; ellis.john@epa.gov.

See also:


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