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EPA Records Schedule 116
Status: Final, 02/13/2007
Title: Privacy Act Accounting of Disclosure 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 14/23
Description:
Includes files maintained under the provisions of 5 U.S.C. 552a(c) for an accurate accounting of the date, nature and purpose of each disclosure of a record to any person or to another agency, including forms showing the subject individual's name, requestor's name and address, purpose and date of disclosure and proof of subject individual's consent when applicable.
Disposition Instructions:
Item a: Record copy
-
Disposable
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Dispose of in accordance with the approved disposition instructions for the related subject individual's records or 5 years after the disclosure for which the accountability was made, 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. Copies of records for cases that are appealed may be maintained by the Privacy Act Officer.
Dispose of records relating to the general Agency implementation of the Privacy Act in accordance with EPA 113, Privacy Act Administrative Files and Reports. Privacy Act Request Files are scheduled as EPA 112, Privacy Act Amendment Case Files as EPA 115, 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 23.
Item b 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 112, EPA 113, EPA 115, EPA 117
Previous NARA Disposal Authority:
N1-412-86-2/5
Entry: 08/19/1991
EPA Approval: Not applicable
NARA Approval: 12/00/1998