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EPA Records Schedule 110

Status: (to be superseded) Final, 01/31/2009

Title: Office Administrative Files

Program: All Programs

Applicability: Agency-wide

Function: 401 - Administrative Management

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.

Description:

Records accumulated by individual offices that relate to the internal administration or housekeeping activities of the office rather than the functions for which the office exists. In general, these records relate to the office organization, staffing, procedures and communications, including facsimile machine and facility logs; the expenditure of funds, including budget papers; day-to-day administration of office personnel, including training and travel; supplies, equipment, services; routine, administrative meeting arrangements; and the use of office space and utilities. They may include copies of internal activity and workload reports (including work progress, statistical and narrative reports which are prepared in the office and forwarded to higher levels), contact lists, and other materials that do not serve as unique documentation of the programs of the office.

Excludes: Record copies of organizational charts, functional statements and related records that document the essential organization, staffing and procedures of EPA that are scheduled separately.

Disposition Instructions:

Item a: Record copy

Guidance:

Program management records are scheduled as EPA 006. Management studies are scheduled as EPA 105. See EPA 127 for general correspondence; EPA 141 for controlled and major correspondence; and EPA 140 for speeches and testimony. See EPA 111 for calendars and EPA 145 for program development. Meeting arrangements for committees covered by other schedules (e.g., EPA 181 for FACA advisory groups) should be filed with the related records.

Reasons for Disposition:

The following change was made in the 01/31/2009 version:

The following changes were made in the 10/31/2008 version:

Conforms to NARA's General Records Schedule 23, item 1.

Item b for electronic mail and word processing system copies was deleted 08/15/2006 pursuant to NARA Bulletin 2006-04.

The following schedule items have been deleted and incorporated into this schedule: EPA 124 for requests and requisitions for supplies or services, EPA 537 for photographic work orders and ledgers, EPA 538 for photographic production reports, and EPA 539 for film and equipment control cards

This schedule also covers general correspondence files related to general administration and housekeeping activities, including several items items from NARA's General Records Schedule (GRS 3/2, GRS 4/1, GRS 5/1, GRS 10/1, GRS 11/1, GRS 13/1, GRS 15/1 and GRS 18/1).

Custodians:

Multiple units

Related Schedules:

EPA 006, EPA 105, EPA 111, EPA 127, EPA 140, EPA 141, EPA 145

Previous NARA Disposal Authority:

NC174-118/V/1, NC-412-75-2/III/7, NC-412-75-2/V/5, NC-412-75-2/VII/2, 3 and 4, NC-412-75-2/VIII/4, 5 and 6, NC1-412-78-3/3, NC1-412-78-5/2, NC1-412-78-10/1, NC1-412-85-5/1, NC1-412-85-9/8 and 9, NC1-412-85-23/3 and 11, NC1-412-85-25/1c, NC1-412-85-26/IV/4 and 6, NC1-412-85-26/VI/7, NC1-412-85-26/VIII/5, 7a and 7b, NC1-412-85-26/IX/6, NC1-412-85-28/20, N1-412-86-2/1

Entry: 08/19/1991

EPA Approval: Not applicable

NARA Approval: 12/00/1998

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