EPA Records Schedule 054
Status: Final, 04/30/2013
Title: Compass Financials (Compass)
Program: Financial Management
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.
Compass Financials (Compass) is the replacement system for the Integrated Financial Management System (IFMS).
Compass is comprised of several subsystems: Accounts Payable, Accounts Receivable, Automated Disbursements, Budget Execution, Fixed Assets, General Ledger, Purchasing, Travel, External Reports, Project Cost Accounting, General Systems, System Administration, Barch Execution, BIRT Reporting and Momentum Asset Management (Maximo).
Compass interfaces with the following systems: Budget Automation System, Bankcard Payment System, Contract Payment System, eBusiness System, EPA Acquisiton System, Fellowship Payment System, Integrated Grants Management System, GovTrip, Interagency Document Online Tracking System, Integrated Resource Management System, Maximo Property Management, PeoplePlus Payroll, Property Inventory Update, Small Payment Information, Tracking System and Web Based Ordering System. Compass Data Warehouse and Compass Business Objects Reporting are part of Compass Financials and supplement reporting capabilities of the core Compass financial system.
Item a: (Reserved)
Item b: (Reserved)
Item c: Electronic data
This item is to be used only by the Office of the Chief Financial Officer, Office of Technology Solutions at Headquarters.
Maintain individual records 6 years and 3 months after final payment, then delete when no longer needed unless related to the Superfund program cost recovery efforts (see Agency-wide Guidance).
Item d: (Reserved)
Item e: (Reserved)
The predecessor system, the Integrated Financial Management System, is no longer active.
Records related to Superfund cost recovery are to be retained according to the disposition instructions for EPA 024.
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 that electronic records be retrievable and usable for as long as needed to conduct Agency business and meet NARA-approved disposition. The electronic software program will be covered by EPA 1012, Information and Technology Management, which is in development.
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, will be covered by EPA 1012, Information and Technology Management, which is in development.
Reasons for Disposition:
The following changes were made in the 04/30/2013 version:
- Revised the schedule title and description.
- Deleted items a, b, d and e which are covered by other schedules.
- Revised guidance.
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 the disposition instructions for items a and b.
- Added applicability to disposition items a, c and e.
- Revised title and disposition instructions for item e.
Records must be kept for cost recovery and audit purposes.
Office of the Chief Financial Officer, Office of Technology Solutions
- Contact: Heidi Gross
- Telephone: 202-564-6270
EPA 024, EPA 1012
Previous NARA Disposal Authority:
EPA Approval: 10/07/1993
NARA Approval: 11/27/1996