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EPA Records Schedule 004
Status: Final, 06/30/2009
Title: Electronic Forms Systems
Program: Environmental Information
Applicability: Headquarters
Function: 404-141-02-04 - Forms Management
NARA Disposal Authority:
This schedule authorizes the disposition of the record copy in any media (media neutral), excluding any records already in electronic form. Records designated for permanent retention must be transferred to the National Archives in accordance with NARA standards at the time of transfer.
- N1-412-02-7
Description:
Electronic forms systems provide users with the capability to electronically create, route, track, and process a multitude of Agency-specific forms, as well as Government-wide standard forms. Includes WebForms and the external forms database. WebForms is designed to automate the core administrative functions of EPA. The external forms database is used to classify and track all external use forms to meet program and regulatory needs.
Disposition Instructions:
Item a: Electronic software programs
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Disposable
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Destroy when no longer needed to provide access to, and use of, the electronic records throughout their authorized retention period.
Item b: Input
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Varies
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Follow instructions for EPA 171.
Item c(1)(a): Electronic blank forms
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Disposable
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Delete when superseded or obsolete.
Item c(1)(b): Electronic completed forms
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Disposable
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Delete after record copy captured in a recordkeeping system.
Item c(2): Forms database
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Disposable
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Delete 6 months after completion of action.
Item d: Output and reports
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Varies
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File with related records and follow instructions for the related records.
Item e: System documentation
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Disposable
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Follow instructions for EPA 304, item a(1).
Guidance:
Forms systems do not qualify as electronic recordkeeping systems. The record copy of forms must be printed and filed in the appropriate paper file or captured in EPA's electronic recordkeeping system (ECMS) after the last action is completed. Forms development files are covered by EPA 109.
Reasons for Disposition:
The following changes were made in the 07/31/2008 version:
- Revised the schedule title and description.
- Changed the title of disposition item c(2).
- Updated contact information.
Custodians:
Office of Environmental Information, Headquarters and Desktop Services Division
- Contact: Lawrence Lee
- Telephone: 202-566-1042
Office of Environmental Information, Office of Information Collection
- Contact: Susan Auby
- Telephone: 202-566-1672
Related Schedules:
EPA 109, EPA 171, EPA 304
Previous NARA Disposal Authority:
Entry: 05/25/2000
EPA Approval: 02/08/2002
NARA Approval: 08/20/2002