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EPA Records Schedule 077
Status: Final, 01/31/2011
Title: Correspondence Management System (CMS)
Program: All Programs
Applicability: Agency-wide
Function: 404-141-02 - Document Tracking
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.
- N1-412-07-37
Description:
The Correspondence Management System (CMS) is an electronic document management system that captures, stores, routes, and tracks correspondence, responses, and supporting documents. The system is available for use Agency-wide. Documents are either scanned or keyed into the system and routed through the review and approval process. The system has predefined templates for responses and can import documents from other databases. After signature, the final signed document is scanned into the system.
All data from the predecessor system, National Correspondence Tracking and Information Management System (NCTIMS), was migrated to CMS in October 2004.
Disposition Instructions:
Item a: Electronic software program
This item is to be used only by the Office of the Administrator, Office of the Executive Secretariat at Headquarters.
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Disposable
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Delete 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 Administrator, Office of the Executive Secretariat at Headquarters.
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Disposable
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Follow the disposition instructions in the applicable records schedule.
Item d: Output and reports
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Disposable
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File with related records and follow the instructions for the related records.
Item e: System documentation
This item is to be used only by the Office of the Administrator, Office of the Executive Secretariat at Headquarters.
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Disposable
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Destroy or delete upon authorized deletion of the related records or upon the destruction of the output of the system if the output is needed to protect legal rights, whichever is later.
Guidance:
CMS is not a recordkeeping system. However, since it interfaces with EPA's electronic recordkeeping system (ECMS), retention is managed via ECMS and paper copies may be destroyed after they have been placed into CMS and checked for quality. Records placed into CMS and ECMS are covered by their specific records schedules and not this schedule. For example, controlled correspondence is covered by EPA 141, and general correspondence is covered by EPA 127.
Reasons for Disposition:
The following change was made in the 01/31/2011 version:
- Updated guidance.
The following changes were made in the 09/30/2010 version:
- Revised guidance to include statement about records schedules for records placed into CMS.
- Updated contact information.
The following change was made in the 10/31/2008 version:
- Revised disposition instructions for item e.
The following changes were made in the 04/30/2008 version:
- Added applicability to disposition items a, c and e.
- Revised disposition instructions for items b and e.
CMS helps EPA meet several GPRA goals such as timely availability of information. Disposition of the data is based on the approved schedules related to the individual document created or entered into the system.
Item f for electronic copies created with word processing and electronic mail applications deleted in 11/07/2006 version pursuant to NARA Bulletin 2006-04.
Custodians:
Office of the Administrator, Office of the Executive Secretariat
- Contact: Keith Livingston
- Telephone: 202-564-9962
Related Schedules:
EPA 127, EPA 141, EPA 171
Previous NARA Disposal Authority:
None
Entry: 05/16/2006
EPA Approval: 01/08/2007
NARA Approval: 07/15/2008