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EPA Records Schedule 0089

Status: Final, 03/31/2014

Title: Information Tracking Systems

Program: All Programs

Applicability: Agency-wide

Function: 305 - Public Affairs

NARA Disposal Authority:

Description:

Consists of a broad range of paper and electronic systems used to track the processing of permits, applications, reports, approvals, and other actions relating to records that are disposable under NARA's General Records Schedules or an approved Agency records schedule.

Disposition Instructions:

Item a: Record copy

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.

For electronic tracking systems, the disposition instructions in this schedule apply to the electronic data. The disposition instructions are to be applied when the system is no longer needed to conduct Agency business.

Electronic software program - The electronic software program is to be kept as long as needed to ensure access to, and use of, the electronic records throughout the authorized retention period to comply with 36 CFR Sections 1236.10, 1236.12, 1236.14, and 1236.20. NARA regulations require the electronic records be retrievable and usable for as long as needed to conduct Agency business and meet NARA-approved disposition. The electronic software program is covered by schedule 1012.

Input - Input for the system is covered by schedule 1012.

Output and reports - For disposition of output and reports, refer to the records schedule for the activity supported by the output and reports. Follow the disposition instructions for the applicable records schedule item. If more than one records schedule or item applies, follow the disposition instructions with the later dates.

System documentation - System documentation, including system development documentation, is covered by EPA 1012.

This schedule includes, but is not limited to, the following electronic systems listed by headquarters program or regional office:

Office of the Administrator

Office of Administration and Resources Management

Office of Air and Radiation

Office of Chemical Safety and Pollution Prevention

Office of Chief Financial Officer

Office of Enforcement and Compliance Assurance

Office of Environmental Information

Office of General Counsel

Office of Inspector General

Office of International and Tribal Affairs

Office of Research and Development

Office of Solid Waste and Emergency Response

Office of Water

Region 1

Region 2

Region 3

Region 4

Region 5

Region 6

Region 7

Region 8

Region 9

Region 10

Electronic information systems with long-term or permanent retention such as EPA 0496 Air Quality System (AQS) are scheduled separately. Other disposable systems not requiring specific schedules have been categorized into this schedule or one of the other "generic" or "big bucket" schedules:

Electronic records not requiring their own schedules or covered in one of the big bucket schedules above may be segments or phases of information systems covered by EPA 1012 Information and Technology Management.

Reasons for Disposition:

The following changes were made in the 02/28/2014 version:

The following change was made in the 05/31/2010 version:

The following change was made in the 04/30/2010 version:

Conforms to GRS 23, item 8.

Custodians:

Multiple units

Related Schedules:

EPA 0063, EPA 0088, EPA 0090, EPA 0094, EPA 0098, EPA 0179, EPA 1012

Previous NARA Disposal Authority:

Entry: 09/24/1992

EPA Approval: 10/07/1993

NARA Approval: 12/00/1998

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

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