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EPA Records Schedule 111

Status: (to be superseded) Final, 11/30/2013

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.


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.

Item b: Other federal employees

Includes substantive information relating to official activities when not incorporated into official files.

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.


Senior officials at headquarters include:

Senior officials in the regions include:

Senior officials in the laboratories include:

If the record copy of the calendar is maintained in paper format, the Lotus Notes "calendar list" or the "print detailed agenda calendar" option in Office365 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:

The following change was made in the 11/30/2013 version:

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.


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

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