EPA Records Schedule 005
Status: (to be superseded) Final, 07/31/2010
Title: Special Studies
Program: All Programs
Function: 108 - Environmental 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.
Contains supporting files relating to the development of special studies and surveys produced in house by individuals, committees or task forces. Examples of such studies include topics such as environmental levels of toxic substances, coastal zone management, or economic benefits and impacts of pesticides.
Excludes: Final studies and surveys scheduled as EPA 258 and management studies scheduled as EPA 105.
Item a: Record copy
Close upon completion of study.
Destroy 7 years after file closure.
Copies of published material cited in a manuscript or report do not need to be included as part of the official record if they are publicly available. If the cited material is available on a website, the citation should include the specific website address (e.g., http://www.epa.gov...) and the date the material was accessed. If, however, the website material is critical to support the decision, conclusion, recommendation, or guidance provided in the manuscript or report, the material should be printed and filed in the recordkeeping system with the manuscript or report, if possible.
Final studies and surveys are scheduled as EPA 258.
Copies of special studies incorporated into other files (e.g., Superfund site files) are to be retained according to the disposition instructions for the records they support. Reference and information copies may be destroyed as nonrecords when no longer needed.
Contract management records are covered in EPA 020 for Superfund site-specific and EPA 202 for other programs. The Integrated Contracts Management System is scheduled as EPA 055. Final deliverables and reports are covered by EPA 258. Grants and other program agreements are covered by EPA 001 for Superfund site-specific and EPA 003 for other programs. Management studies are scheduled as EPA 105 and pilot projects as EPA 099.
If tracking systems are used to manage the studies, they must be retained for the length of time specified in this schedule. However, databases specifically established as part of a special study need to be scheduled separately and are not covered by this schedule.
Reasons for Disposition:
The following change was made in the 07/31/2010 version:
- Added guidance on copies of published material cited in manuscripts or reports.
The disposition instructions have been rewritten as media neutral to allow for maintaining the record copy in EPA's electronic recordkeeping system. The retention has not changed.
The following items were deleted 08/14/2006:
Item b - Copies on optical disk and CD-ROM was deleted as nonrecords.
Item c - Electronic copies created with word processing and electronic mail applications was deleted pursuant to NARA Bulletin 2006-04.
EPA 001, EPA 003, EPA 020, EPA 055, EPA 099, EPA 105, EPA 202, EPA 258
Previous NARA Disposal Authority:
NC1-412-76-1/II/20 (TN28-D2/20), NC1-412-76-1/III/22 (TN28-D3/22), NC1-412-76-1/V/9 (TN28-D5/9), NC1-412-76-3/5b (TN28-C14/5b), NC1-412-76-15/7b (TN28-c20/7b), NC1-412-78-10/12b, NC1-412-85-1/2, NC1-412-85-24/20b, N1-412-94-2/2
EPA Approval: 09/18/2006
NARA Approval: 01/26/2007