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EPA Records Schedule 097
Status: Final, 01/31/2009
Title: Central Data Exchange (CDX)
Program: Environmental Information
Applicability: Headquarters
Function: 404-142-02 - Data Collection
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.
- N1-412-03-17
Description:
The Central Data Exchange system will serve as a single point for receiving compliance reports from industry and government partners and will support integrated cross-media reporting. This allows for the exchange of data electronically, including the establishment and management of a common registration process, a central archive of electronic transactions, and data exchange between external submitters and EPA program offices. CDX will also have a role as a central point for the collection and entry of paper- and diskette-based data.
Some of the reports which will be included are risk management plans, toxic release inventory forms, air emissions inventories, discharge monitoring reports, pretreatment self monitoring reports, and RCRA biennial reports.
Includes the Customer Registration Subsystem (CRS) containing information on individuals who have registered and established accounts to access CDX.
Disposition Instructions:
Item a: Electronic software program
This item is to be used only by the Office of Environmental Information, Central Receiving Branch at Headquarters.
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Disposable
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Destroy when no longer needed to ensure the access to, and use of, the electronic records throughout the authorized retention period.
Item b(1): Input - Electronic
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Disposable
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For records being transferred from CDX to various systems, follow instructions for EPA 171.
Item b(2): Input - Paper
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Varies
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Follow instructions for EPA 171.
Item c: Electronic data
This item is to be used only by the Office of Environmental Information, Central Receiving Branch at Headquarters.
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Disposable
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Keep individual records up to 3 years after completion of action, then delete when no longer needed.
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 Environmental Information, Central Receiving Branch at Headquarters.
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Disposable
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Follow instructions for EPA 304, item a(1).
Item f: Electronic signatures and verification data
This item is to be used only by the Office of Environmental Information, Central Receiving Branch at Headquarters.
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Disposable
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Follow instructions for EPA 170, item c.
Guidance:
The CDX is responsible for the receipt, authentication, archiving (of the transaction and audit trail), and the distribution to the appropriate EPA systems (e.g., Toxics Release Inventory). Once the data passes to the designated system, that data is the responsibility of the program office and the system's administrator.
Related schedules for the CROMERR process include the following: EPA 170 for test data, system logs, audit system logs, authentication/security logs, eAuthentication logs, public encryption keys as applicable Certificate Key Management, customer retention of inbound, node logs, NAAS logs, e-mail acknowledgements to submitters; EPA 304 for electronic signature agreements; EPA 136 for outages and statistics. Data flows are covered by item c of this schedule. Data archives are covered by item c of this schedule, EPA 160 or EPA 171.
Examples of the types of systems included in the CDX are the Emissions Inventory System (EIS) covered by EPA 002 and the Toxic Release Inventory System (TRI) covered by EPA 153.
Reasons for Disposition:
The following change was made in the 01/31/2009 version:
- Revised guidance and cross references.
The following change was made in the 04/30/2008 version:
- Revised disposition instructions for item b(1).
The following changes were made in the 03/31/2008 version:
- Changed the disposition instructions for items a and b(1).
- Added applicability to disposition items a, c, e and f.
- Revised title and disposition instructions for item e.
This system will help meet the requirements of the Government Paperwork Elimination Act (GPEA) mandating agencies be prepared to allow electronic reporting. Disposition for all items meet program needs, and disposition for item f conforms to General Records Schedule 20, item 1c.
Custodians:
Office of Environmental Information, Central Receiving Branch
- Contact: David Schwarz
- Telephone: 202-566-1704
Related Schedules:
EPA 002, EPA 136, EPA 153, EPA 160, EPA 170, EPA 171, EPA 304
Previous NARA Disposal Authority:
Entry: 11/23/2001
EPA Approval: 08/26/2003
NARA Approval: 03/24/2004