Jump to main content.


EPA Records Schedule 0077

Status: Final, 12/31/2013

Title: Correspondence Management System (CMS)

Program: All Programs

Applicability: Agency-wide

Function: 404 - Technology Management

NARA Disposal Authority:

Description:

The Correspondence Management System (CMS) is an electronic document management system that captures, stores, routes, and tracks correspondence, responses, and supporting documents. The system is available for use Agency-wide. Documents are either scanned or keyed into the system and routed through the review and approval process. The system has predefined templates for responses and can import documents from other databases. After signature, the final signed document is scanned into the system.

All data from the predecessor system, National Correspondence Tracking and Information Management System (NCTIMS), was migrated to CMS in October 2004.

Disposition Instructions:

Item a: Electronic software program

This item is to be used only by the Office of the Administrator, Office of the Executive Secretariat at Headquarters.

Item b: Input

Item c: Electronic data

This item is to be used only by the Office of the Administrator, Office of the Executive Secretariat at Headquarters.

Item d: Output and reports

Item e: System documentation

This item is to be used only by the Office of the Administrator, Office of the Executive Secretariat at Headquarters.

Guidance:

Media neutral - This schedule authorizes the disposition of the record copy in any media (media neutral). However, if the format (e.g., electronic) of permanent records is specified in a records schedule approved by NARA, the records are to be transferred to the National Archives in accordance with NARA standards at the time of transfer. If the record copy is created in electronic format or digitized (e.g., imaged) and maintained electronically (e.g., Data on Aquatic Resources Tracking for Effective Regulation (DARTER) maintained in the Office of Water), the electronic records must be retrievable and usable for as long as needed to conduct Agency business and to meet NARA-approved disposition to comply with 36 CFR Sections 1236.10, 1236.12, 1236.14, and 1236.20. Retention and disposition requirements for the various components of electronic systems (e.g., software, input, output, system documentation) are covered in schedule 1012, Information and Technology Management. In addition to 36 CFR 1236, see “Basic Requirements of an Electronic Recordkeeping System at EPA” on the EPA records internet site [http://www.epa.gov/records/tools/erks.htm].

Sensitive information - When records are due for destruction according to the disposition instructions, records containing sensitive information (e.g., confidential business information (CBI), personally identifiable information (PII)) must be shredded or otherwise definitively destroyed to protect confidentiality.

CMS is not a recordkeeping system. However, since it interfaces with EPA's electronic recordkeeping system (ECMS), retention is managed via ECMS and paper copies may be destroyed after they have been placed into CMS and checked for quality. Records placed into CMS and ECMS are covered by their specific records schedules and not this schedule. For example, controlled correspondence is covered by EPA 0141, and general correspondence is covered by EPA 0127.

Reasons for Disposition:

The following change was made in the 01/31/2011 version:

The following changes were made in the 09/30/2010 version:

The following change was made in the 10/31/2008 version:

The following changes were made in the 04/30/2008 version:

CMS helps EPA meet several GPRA goals such as timely availability of information. Disposition of the data is based on the approved schedules related to the individual document created or entered into the system.

Item f for electronic copies created with word processing and electronic mail applications deleted in 11/07/2006 version pursuant to NARA Bulletin 2006-04.

Custodians:

Office of the Administrator, Office of the Executive Secretariat

Related Schedules:

EPA 0127, EPA 0141, EPA 0171

Previous NARA Disposal Authority:

None

Entry: 05/16/2006

EPA Approval: 01/08/2007

NARA Approval: 07/15/2008

Explanation of Schedule Fields | Search the Schedules | Browse the Schedules
Guidance on Retiring Records

Local Navigation


Jump to main content.