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EPA Records Schedule 021
Status: Final, 03/31/2009
Title: Administrative Data Warehouse (ADW)
Program: Financial Management
Applicability: Headquarters
Function: 402-124 - Accounting
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.
- N1-412-05-10
Description:
The Administrative Data Warehouse (ADW) is a read-only database consisting of data from various Agency source systems (e.g., Integrated Financial Management System (IFMS), Grants Information and Control System (GICS), etc.). ADW does not process transactions and no data is entered directly into ADW. Data from Agency systems is copied into the ADW at regular intervals. In some cases, data is refreshed in the ADW several times a day. ADW data is used to produce reports related to status of funds, commitments, obligations, expenditures, etc.
Disposition Instructions:
Item a: Electronic software programs
This item is to be used only by the Office of the Chief Financial Officer, Office of Financial Management, Financial Systems Staff at Headquarters.
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Disposable
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Destroy when no longer needed to ensure access to, and use of, the electronic data throughout the authorized retention period.
Item b: Input
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Disposable
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Follow instructions for EPA 171.
Item c: Electronic data
This item is to be used only by the Office of the Chief Financial Officer, Office of Financial Management, Financial Systems Staff at Headquarters.
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Disposable
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Delete data when superseded by next scheduled update.
Item d: Output and reports
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Varies
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File with related records and follow instructions for the related records.
Item e: System documentation
This item is to be used only by the Office of the Chief Financial Officer, Office of Financial Management, Financial Systems Staff at Headquarters.
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Disposable
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Follow instructions for EPA 304, item a(1).
Guidance:
The Office of the Chief Financial Officer, Office of Financial Management, Financial Systems Staff is responsible for implementing the disposition for ADW. The offices responsible for the individual systems from which ADW data are retrieved are responsible for the disposition of their data under their specific schedules, including but not limited to:
- EPA 042 - Purchase Card System
- EPA 054 - Integrated Financial Management System (IFMS), including the Contract Payment System (CPS)
- EPA 055 - Integrated Contract Management System (ICMS)
- EPA 300 - PeoplePlus (PPL)
- EPA 575 - Grants Information and Control System (GICS)
Details on what constitutes systems documentation can be found in EPA 304.
Reasons for Disposition:
The following change was made in the 04/30/2008 version:
- Revised disposition instructions for item b.
The following changes were made in the 03/31/2008 version:
- Changed reference in disposition item b from EPA 170, item b to EPA 171.
- Added applicability to disposition items a, c and e.
- Revised wording in disposition instructions for item d.
- Revised title of disposition item e.
ADW is a collection of data from various Agency systems. This data is used to produce reports to support financial management. The source systems contain the official records, and the data in ADW has only short-term operational value.
Custodians:
Office of the Chief Financial Officer, Office of Financial Management, Financial Systems Staff
- Contact: Mark Bolyard
- Telephone: 202-564-4968
Related Schedules:
EPA 042, EPA 054, EPA 055, EPA 171, EPA 300, EPA 304, EPA 575
Previous NARA Disposal Authority:
Entry: 07/02/2003
EPA Approval: 09/19/2005
NARA Approval: 02/09/2006