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EPA Records Schedule 122
Status: Final, 01/31/2013
Title: Supervisors' Personnel Files and Duplicate OPF Documentation
Program: All Programs
Applicability: Agency-wide
Function: 403-256 - Employee Relations
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 1/18
Description:
Records consist of correspondence, forms, and other records relating to positions, authorizations, pending actions, position descriptions, requests for personnel action, training, and records on individual employees duplicated in or not appropriate for the OPF.
Disposition Instructions:
Item a: Supervisors' personnel files
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Disposable
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Close inactive records when employee separates or transfers from EPA.
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Destroy 1 year after file closure.
Item b: Duplicate documentation
Includes other copies of documents duplicated in OPFs, not provided for elsewhere.
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Disposable
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Close inactive records at the end of the month.
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Destroy 6 months after file closure.
Guidance:
Superseded or obsolete documents in the supervisors' personnel files may be destroyed when no longer needed.
Official record copies of these files are maintained by the Agency's personnel office which should be retained as specified in NARA's General Records Schedule 1, item 1. Other copies are sent to employee, payroll, and a copy is retained in personnel. Time and attendance records are scheduled as EPA 276.
Supervisory records maintained on student volunteer workers are to be disposed of in accordance with item a.
Records containing personal information must be shredded or otherwise definitely destroyed to protect confidentiality.
Reasons for Disposition:
The following change was made in the 01/31/2013 version:
- Revised file closure wording for item a to include when employee separates or transfers "from EPA."
Conforms to NARA's General Records Schedule 1, item 18.
Item c for electronic mail and word processing system copies was deleted 08/16/2006 pursuant to NARA Bulletin 2006-04.
Custodians:
Multiple units
Related Schedules:
GRS 1/1
EPA 276
Previous NARA Disposal Authority:
N1-412-86-2/11
Entry: 08/19/1991
EPA Approval: Not applicable
NARA Approval: 12/00/1998