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EPA Records Schedule 112
Status: Final, 04/30/2007
Title: Privacy Act Requests Files
Program: All Programs
Applicability: Agency-wide
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.
- General Records Schedule 14/21
Description:
Files created in response to requests from individuals to gain access to their records or to any information in the records pertaining to them, as provided for under 5 U.S.C. 552a(d)(l) and responses. Files contain original request, copy of reply and all related supporting documents, which may include the official file copy of records requested or copy thereof.
Disposition Instructions:
Item a(1): Granting access to all the requested records
Includes correspondence and supporting documents, excluding the official file copy of records requested if filed therein.
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Disposable
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Destroy 2 years after date of reply.
Item a(2)(a): Requests not appealed - Requests for nonexistent records; to requesters who provide inadequate descriptions, and to those who fail to pay Agency reproduction fees
Includes correspondence and supporting documents, excluding the official file copy of records requested if filed therein.
-
Disposable
-
Destroy 2 years after date of reply.
Item a(2)(b): Requests appealed - Requests for nonexistent records; to requesters who provide inadequate descriptions, and to those who fail to pay agency reproduction fees
Includes correspondence and supporting documents, excluding the official file copy of records requested if filed therein.
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Disposable
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Follow instructions for related records (EPA 115).
Item a(3)(a): Requests not appealed - Denying access to all or part of the records requested
Includes correspondence and supporting documents, excluding the official file copy of records requested if filed therein.
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Disposable
-
Destroy 5 years after date of reply.
Item a(3)(b): Requests appealed - Denying access to all or part of the records requested
Includes correspondence and supporting documents, excluding the official file copy of records requested if filed therein.
-
Disposable
-
Follow instructions for related records (EPA 115).
Item b: Record copy of requested records
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Varies
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Follow instructions for related records or with the Privacy Act request, whichever is later.
Guidance:
These records are usually maintained by the System Manager (as defined in the Privacy Act Manual 2190) or in the files maintained by the System Manager's unit.
Retain records relating to the general Agency implementation of the Privacy Act according to EPA 113 for Privacy Act administrative files and reports. Privacy Act amendment case files are scheduled as EPA 115, Privacy Act accounting of disclosure files as EPA 116, and Privacy Act control files as EPA 117.
Records containing sensitive information must be shredded or otherwise definitively destroyed to protect confidentiality.
Reasons for Disposition:
Conforms to the NARA General Records Schedule 14, item 21.
Item c for electronic mail and word processing system copies was deleted 08/15/2006 pursuant to NARA Bulletin 2006-04.
Custodians:
Multiple units
Related Schedules:
EPA 113, EPA 115, EPA 116, EPA 117
Previous NARA Disposal Authority:
N1-412-86-2/3
Entry: 08/19/1991
EPA Approval: Not applicable
NARA Approval: 12/00/1998