EPA Records Schedule 080
Status: Final, 05/31/2009
Title: Local Government Reimbursement Program
Function: 205 - Federal Financial Assistance
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.
The Local Government Reimbursement Program provides financial assistance to local governments responding to releases of hazardous substances. When a local government has conducted an emergency response action and is unable to recover costs in accordance with 40 CFR 310, an application may be submitted to EPA for reimbursement, up to $25,000. (This program differs from a grant in that the local government later recovers costs and must return the reimbursed funds to EPA.) Records include general information and cost documentation on the release, the application for reimbursement, records of reimbursement, and rejected and accepted applications.
Item a: Record copy
Close inactive records immediately after closeout of the reimbursement.
Destroy 30 years after file closure.
Records covered by this schedule differ slightly from Superfund site-specific grants and other program support agreements (EPA 001) because the reimbursement is not considered a grant. Reimbursements under this program must be repaid to EPA only if the recipient is able to recover the costs. The retention of these records reflects their value to cost recovery support.
Pursuant to the local government reimbursement program, the local government recipient of funds must maintain their files on the response action for 10 years. At that time, the local government must offer the records to EPA before destruction. Typically, these records will include more detailed technical records relating to the incident and response action. EPA will review the files for enforcement value and determine whether they warrant integration and retention with the EPA portion of the file.
Copies incorporated into other files (e.g., cost recovery) are retained according to the disposition instructions for the records they support.
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 retention has not changed.
Item b for electronic copies created with word processing and electronic mail applications was deleted 08/15/2006 pursuant to NARA Bulletin 2006-04.
Office of Solid Waste and Emergency Response, ST/SI
- Contact: Lisa Boynton
- Telephone: 703-603-9052
Previous NARA Disposal Authority:
NC1-412-85-18/2 and 24, NC1-412-85-25/5d and 6, in part, N1-412-94-6/1
EPA Approval: 05/24/2007
NARA Approval: 04/18/2008