Jump to main content.

Explanation of Schedule Fields

Each schedule includes the fields or sections of information listed below.

Field Name Field Description Examples
EPA Records Schedule

A unique identifier assigned to each schedule.

 001
Status

The status of the schedule ("final," "draft," or "development") and the last revision date.

A final schedule has been approved by EPA and the National Archives and Records Administration (NARA) and authorizes the retention and disposition of the records.

A draft schedule has been approved by EPA and sent to NARA. It may be used to retire records to offsite storage, but does not authorize destruction.

A development schedule has not been approved by EPA or sent to NARA. It may not be used to retire records to offsite storage and does not authorize destruction.

 Final, 10/15/2002
Title

Title of a group of related records covered by the schedule.

 Site Assessment
Program

EPA organization(s) that can use the schedule. "All Programs" means that any office may use this schedule.

 Superfund, Oil
Applicability

EPA location(s) that can use the schedule. "Agency-wide" means the schedule can be used at any location.

 Regions
Function

The code and title of an EPA business process. The numeric code is used in a file plan to organize records by function.

 305-109-02-04 - Provide Public Information, Education and Outreach
NARA Disposal Authority

A number assigned by NARA for their tracking purposes. This number is also used when retiring records to a Federal Records Center.

If the schedule has not yet been submitted to NARA, "Pending" is used.
  • N1-412-94-4/1
Description

A description of the records, their content, types of information included, etc.

 Records relating to the general Agency implementation of the Freedom of Information Act.
Disposition Instructions

Disposition instructions identify whether records are disposable or permanent, and provide direction for when to close the records, how long to retain them, and their final disposition (destroy, transfer).

Disposition instructions may be divided into two or more "Items" if retention needs vary.

Item a. Completed studies

  • Permanent
  • Close file when study completed.
  • Transfer to the National Archives when 20 years old.

Item b. Supporting documentation

  • Disposable
  • Close file when study completed.
  • Destroy when 10 years old.
Disposition Instructions for Electronic Information Systems

Electronic information systems have separate disposition instructions for each component of the system.

Typical components include, but are not limited to, the following:

  • Electronic software program – The database management system (DBMS), software programs, applications, and Web services that load, store, retrieve, display and manipulate the data.
  • Input – The source data that is either keyed into the database or electronically transferred into the EIS.
  • Electronic data – The data or content that resides in the EIS.
  • Output and reports – Electronic output that is transferred out of the system or printed reports.
  • System (or supporting) documentation – Information documenting how the system captures, stores, manipulates, and outputs the data.

Item a: Electronic software program

  • Disposable
  • Delete when superseded by routine software program updates and quality assurance check completed, or when no longer needed.

Item b: Input

  • Disposable
  • If input is nonelectronic, follow the instructions for EPA 171. If input is electronic, follow the instructions for EPA 170b.

Item c: Electronic data

  • Permanent
  • Transfer data annually to the National Archives as specified in 36 CFR 1228.270 or standards applicable at the time.

Item d: Output and reports

  • Varies
  • File with the related records and follow instructions for the related records.

Item e: System documentation

  • Permanent
  • Transfer those records necessary to document how the system captures, manipulates, and outputs data to the National Archives annually as specified in 36 CFR 1228.270 or standards applicable at the time. This documentation would be transferred with the electronic data (item c).
Guidance

Information that will assist in applying the schedule (e.g., alternate names of files, records that are excepted from coverage, related schedules).

 Copies of these records may be filed in other series. Some may be filed with the site files for historical purposes. See EPA 013 and EPA 014 for Removal Site Files and Remedial Site Files, respectively.
Reasons for Disposition This field tells NARA why EPA is recommending the disposition or the changes to a previously approved disposition. Why the records need to be kept, their value to the Agency, or other pertinent information is entered here. Records required for enforcement and cost recovery support as mandated by statute and regulation.
Custodians

This section identifies the holder(s) of the records. It includes the name of the program or region and sub-unit (office, division or branch), and the contact name and telephone.

If the records are maintained in multiple offices, it will read "Multiple units" only.

Office of Enforcement and Compliance Assurance, Office of Compliance

  • Contact: James Johnson
  • Telephone: 202-566-0000
Related Schedules Relationships to other records are noted here. They can be in the same office or other offices, programs, etc. Examples of relationships might include input to another system or file, copies of reports submitted to (or received from) another office, or working papers that support a series of final reports. EPA 149, EPA 150
Previous NARA Disposal Authority Listed here are old schedule approval number(s), manual numbers, etc., previously applied to this item, that have been, or will be, superseded by this schedule. NC1-412-85-24/2
Entry This is the date the schedule was originally entered into the schedule system. 07/18/1991
EPA Approval This is the date internal approval was completed. This date will not change unless the schedule is resubmitted to EPA programs due to major changes. 04/10/1992
NARA Approval This is the date the Archivist of the United States signed the approved schedule. General Records Schedule (GRS) items show the date of the appropriate GRS. 05/15/1993

Local Navigation

Jump to main content.