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EPA Records Schedule 121

Status: (to be superseded) Final, 02/13/2007

Title: Transportation and Freight

Program: All Programs

Applicability: Agency-wide

Function: 405-143 - Goods Acquisition

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 relating to the movement of goods. Includes correspondence, forms, freight records such as export and transit certificates, bills of lading, and other records related to freight rates and classifications. Also includes lost or damaged shipments files such as schedules of valuables shipped, correspondence, reports, and other records relating to the administration of the Government Losses in Shipment Act.

Disposition Instructions:

Item a: Original vouchers and support documents - Commercial freight charges of settled fiscal accounts

Includes registers and other control documents, excluding those covered by item b.

Item b: Other payment records - Commercial freight charges for services

Includes payments for which (1) notice of overcharge has been or is expected to be issued, or if a rail freight overpayment is involved, (2) deduction or collection action has been taken, (3) the voucher contains inbound transit shipment(s), (4) parent voucher has print of paid supplemental bill associated, (5) the voucher has become involved in litigation, or (6) any other condition arises, such as detection of overcharge, that prevents the settling of the account, requiring the voucher to be retained beyond the 6 year retention period.

Item c: Issuing office copies

Includes Government or commercial bills of lading, commercial passenger transportation vouchers and requests, and supporting documents.

Item d: Lost or damaged shipments files

Includes schedules of valuables shipped, correspondence, reports, and other records relating to the administration of the Government Losses in Shipment Act.

Item e: General transportation files

Includes correspondence, forms, and related records pertaining to transportation and freight functions not covered elsewhere in this schedule.

Item f: Accountability records

Includes records documenting the issue or receipt of accountable documents.

Guidance:

Record copies held by the Office of the Chief Financial Officer and other financial offices are covered by EPA 278 for accountable officers' files. All other offices may use this schedule. Travel documentation is covered by EPA 028.

Reasons for Disposition:

This schedule conforms to NARA's General Records Schedule 9, items 1a-c, 2, and 4a-b.

Items g and h 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 028, EPA 278

Previous NARA Disposal Authority:

NC1-412-85-26/VI/1, 3, 4, 5 and 6

Entry: 08/19/1991

EPA Approval: Not applicable

NARA Approval: 04/00/2003

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