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EPA Records Schedule 018

Status: (to be superseded) Final, 02/28/2010

Title: Sampling and Analytical Data Files - Superfund Site-Specific

Program: Superfund

Applicability: Agency-wide

Function: 108-024-01 - Site and Area Evaluation and Cleanup

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:

Records relate to chemical analysis services performed to support Superfund remedial and removal site-specific activities. Comprised of records created by laboratories, including through the Contract Laboratory Program (CLP).

Contains sample results and supporting documentation including document inventory forms, data summaries, field sheets, chain of custody forms, data sheets and reports, analyst log books, sample logbooks, correspondence, quality assurance and data validation files, quality control summaries, QC data logs and worksheets. Specific types of data packages will include Organic Routine Analytical Services (RAS), Inorganic RAS, Dioxin RAS, High Concentration (HC) Sample Preparation (RAS), and Special Analytical Services (SAS).

Disposition Instructions:

Item a: Current files

Item b: Purge files

Item c: HQ and Sample Management Office (SMO) files

Item d: EMSL/LV lab performance evaluation files

Item e: Regional lab records that include in-house sampling

Guidance:

Records covered include analyses conducted by EPA labs and special studies conducted by other labs as well as CLP data. Selected records from this series such as copies of data summaries may be filed as part of the removal and remedial site files and the administrative records and would be disposed of in accordance with the disposition instructions for those records. See EPA 013, EPA 014, and EPA 019.

The Agency maintains multiple copies of CLP files as follows:

The current file contains the region's review of all analyses and includes tracking documentation of samples and analytical results; a copy of the raw data and analytical results pertaining to the samples; the region's review of the data packages; and a copy of the SMO's contract compliance screening (CCS) findings. The current file documents the region's review and assessment of the contractor's work.

The purge file contains the original records documenting the sampling event and the laboratories' analysis. The purge file provides an audit trail for each analysis performed by a particular CLP lab or group of samples belonging to a specific CLP case number.

The SMO File contains contract deliverables, the contract compliance screening results, and related contract documents. The SMO File is used to determine contract compliance and contractor payment.

Additional information on the types of files can be found in the following documents:

"Procedures for the Transfer of Contract Laboratory Program (CLP) Files for Storage in the Federal Records Center," Submitted to Office of Solid Waste and Emergency Response, Hazardous Site Evaluation Division, August 1992, by American Management Systems under Contract 68-W9-0039, Delivery Order 074.

"CLP Records Management, Region 5, Management Briefing, Final, June 1992, prepared by American Management Systems Inc.

Sampling and analytical data files other than Superfund site-specific are covered in EPA 223. Superfund site-specific contract management records are scheduled as EPA 020. See EPA 025 for site-specific enforcement actions.

Final reports are permanent records and are scheduled under EPA 258 - Final Deliverables and Reports.

There are a number of systems records related to this series, including:

As required by 36 CFR 1228.58, records with special restrictions such as confidential business information (CBI) or those exempted from disclosure by statute such as the Privacy Act must be shredded with witnessed disposal for records destroyed by contractors.

Specific legal citations include, but are not limited to:

Reasons for Disposition:

The following changes were made in the 02/28/2010 version:

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.

Item f 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 013, EPA 014, EPA 019, EPA 020, EPA 025, EPA 062, EPA 064, EPA 065, EPA 067, EPA 223, EPA 258

Previous NARA Disposal Authority:

NC1-412-85-18/23, N1-412-95-6

Entry: 03/27/1991

EPA Approval: 02/27/2006

NARA Approval: 09/20/2007

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