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EPA Records Schedule 014

Status: (to be superseded) Final, 12/31/2010

Title: Remedial Site Files - Superfund Site-Specific

Program: Superfund

Applicability: Agency-wide

Function: 108-024-01-02 - Clean Up Contaminated Land

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.

Description:

Consists of site-specific records relating to activities conducted at remedial sites by EPA and non-EPA lead entities (e.g., PRP, state, federal facilities, other). Includes:

Pre-record of decision (ROD) records - Examples of specific documents include correspondence and memoranda, quality assurance project plans (QAPPs), endangerment assessment, risk assessment, health and safety plans, potentially responsible party (PRP) searches and investigations, projects operations plans (POPs), remedial investigation (RI) reports, feasibility study (FS) reports, proposed plans for selected remedial action, and applicable or relevant and appropriate requirements (ARARs), congressional inquiries, community relations plans and other site-specific public awareness records. Also includes a headquarters pre-ROD review package, including site-specific review requirement and review.

Post-ROD records - Examples of specific documents include correspondence and memoranda, the ROD, state concurrence letters, ROD delegation documents, responsiveness summaries, work assignments, progress reports, and other documents related to the remedial design and remedial action phases.

Operation and Maintenance (O and M) records - Examples of specific documents related to long-term treatment measures needed to achieve cleanup objectives include correspondence and memoranda, operation and maintenance plans, monitoring agreements, sampling and analysis data, inspection reports, construction completion documentation packages, site close out, and NPL deletion packages.

Disposition Instructions:

Item a(1): Record copy - Nonelectronic

Item a(2): Record copy - Electronic

Item a(3): Electronic copy of records transferred to the National Archives

Guidance:

The regional unit responsible for managing the remedial process is responsible for managing and implementing the disposition and determining the appropriate milestones for these records in accordance with this schedule. Remedial site file records for federal facilities (National Contingency Plan (NCP) 40 CFR 300.5) are the responsibility of the lead agency and copies maintained by EPA may be destroyed when no longer needed.

Records documenting the decision-making process are captured in the administrative record (AR) for the site and are scheduled as EPA 019.

Other Superfund site-specific schedules include: EPA 001 for grants and other program support agreements; EPA 013 for removal site files; EPA 018 for sampling and analytical data files; EPA 020 for contract management records; EPA 024 for cost recovery; and EPA 025 for enforcement actions.

Microform copies are to be produced in accordance with standards in 36 CFR 1230.10 and 1230.20. It is recommended that the unit retain a silver set as well as diazo sets on site which will simplify making copies.

Records containing sensitive information must be shredded or otherwise definitively destroyed to protect confidentiality.

Construction completion records maintained by OERR's Region 3/8 Center at headquarters are designated as vital records.

Specific legal citations include, but are not limited to:

Reasons for Disposition:

The disposition instructions have been rewritten as media neutral to allow for maintaining the record copy in EPA's electronic recordkeeping system.

The following changes were made in the 02/29/2008 version:

Item b for electronic copies created with word processing and electronic mail applications was deleted 08/09/2006 pursuant to NARA Bulletin 2006-04.

Custodians:

Multiple units

Related Schedules:

EPA 001, EPA 013, EPA 018, EPA 019, EPA 020, EPA 024, EPA 025

Previous NARA Disposal Authority:

NC1-412-82-11/27, NC1-412-82-12/12, NC1-412-85-10/17, NC1-412-85-18/23, N1-412-99-23

Entry: 03/29/1991

EPA Approval: 02/27/2006

NARA Approval: 08/31/2007

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