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EPA Records Schedule 111
Status: Final, 06/30/2007
Title: Calendars, Schedules, and Logs of Daily Activities
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.
- N1-412-06-5
Description:
Consists of calendars, appointment books, schedules, logs, diaries and other records documenting meetings, appointments, telephone calls, trips, visits and other activities of federal employees while serving in an official capacity.
Disposition Instructions:
Item a: Senior officials and assistants to those officials
Includes substantive information relating to official activities when not incorporated into memoranda, reports, correspondence or other records included in the official files.
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Permanent
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Close at end of calendar year.
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Transfer to the National Archives 5 years after file closure. If electronic, transfer data and documentation to the National Archives in a format as specified in 36 CFR 1228.270 or standards applicable at the time.
Item b: Other federal employees
Includes substantive information relating to official activities when not incorporated into official files.
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Disposable
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Close at end of calendar year.
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Destroy 2 years after file closure.
Item c: Routine materials
Includes no substantive information regarding the daily activities of any Agency officials, or records of any federal employees containing substantive information, when incorporated into official files.
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Disposable
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Close at end of calendar year.
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Destroy when no longer needed.
Guidance:
Senior officials at headquarters include:
- Administrators and Deputy Administrators, Assistant and Associate Administrators, Chiefs of Staff and Deputy Chiefs of Staff, Environmental Appeals and Administrative Law Judges, General Counsels and Associate General Counsels, Inspectors General and Assistant Inspectors General, Chief Financial Officers and Deputy Chief Financial Officers, Comptrollers and Deputy Comptrollers, and equivalent, including other officials when acting in those capacities.
- Office Directors and Deputy Office Directors, and equivalent, including other officials when acting in those capacities.
- Special Assistants (e.g., Staff Assistants) to the previously named officials.
Senior officials in the regions include:
- Regional Administrators, Deputy and Assistant Regional Administrators, Regional Counsels and Deputy Regional Counsels, and equivalent, including other officials when acting in those capacities.
- Office Directors and Deputy Office Directors, Division Directors and Deputy Division Directors, and equivalent, including other officials when acting in those capacities.
- Special Assistants (e.g., Staff Assistants) to the previously named officials.
Senior officials in the laboratories include:
- Laboratory Directors, Associate Laboratory Directors, and equivalent, including other officials when acting in those capacities.
- Division and Deputy Division Directors, and equivalent, including other officials when acting in those capacities.
- Special Assistants (e.g., Staff Assistants) to the previously named officials.
If the record copy of the calendar is maintained in paper format, the Lotus Notes "calendar list" format is recommended for printing. If the calendar of a senior official is maintained electronically, a copy may be transferred to the National Archives earlier, e.g., at the end of each calendar year. If an electronic copy is sent to NARA before the end of the approved retention period, the submitting office is still responsible for maintaining a record copy for the entire approved retention period.
Portions of calendars that do not pertain to official Agency business may be personal papers. Personal items may be redacted prior to submittal. For instructions on determining whether a specific item is a record or a personal paper, see Agency and Federal guidance.
Reasons for Disposition:
Generally conforms to GRS 23/5. Records of senior Agency officials were previously appraised as permanent by the National Archives. Retention period for records of senior officials has been decreased from 20 to 5 years to ensure a more timely transfer to the National Archives.
Item d for electronic copies created with word processing and electronic mail applications deleted 09/21/2006 pursuant to NARA Bulletin 2006-04.
Custodians:
Multiple units
Related Schedules:
Previous NARA Disposal Authority:
GRS 23/5, N1-412-86-2/2, N1-412-94-2/17
Entry: 08/19/1991
EPA Approval: 12/29/2005
NARA Approval: 06/23/2006