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EPA Records Schedule 141

Status: (to be superseded) Final, 02/28/2011

Title: Controlled and Major Correspondence

Program: All Programs

Applicability: Agency-wide

Function: 404-141-02-01 - Controlled Correspondence

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:

Includes signed controlled and major correspondence. The correspondence significantly documents the program activities and was processed under special handling control procedures because of the importance of the letters or time requirements of replies. Records consist of copies of incoming letters, copies of the responses, and enclosures. Also includes indexes to the correspondence.

Disposition Instructions:

Item a(1): Senior officials and assistants to those officials - Nonelectronic

Includes officials as listed in guidance.

Item a(2): Senior officials and assistants to those officials - Electronic

Includes officials as listed in guidance.

Item a(3): Senior officials and assistants to those officials - Electronic copy of records transferred to the National Archives

Includes officials as listed in guidance.

Item b: Other federal employees

Guidance:

Senior officials at headquarters include:

Senior officials in the regions include:

Senior officials in the laboratories include:

If the record copy of controlled and major correspondence is placed in the Correspondence Management System (CMS), the paper may be destroyed after completion of quality assurance. Since CMS interfaces with EPA's electronic recordkeeping system (ECMS), retention in CMS is managed via ECMS. CMS is scheduled as EPA 077.

If the official copies of controlled correspondence for officials listed in item a are returned to the originating program office, they should be filed separately and dispositioned in accordance with item a.

Indexes for permanent controlled and major correspondence files are also permanent records. If the index is paper, enclose a copy of the index together with the correspondence files when the files are retired to the FRC.

Routine correspondence and memoranda are scheduled as EPA 127. Congressional correspondence that is not part of the controlled correspondence system is covered by EPA 132.

For the Office of the Administrator and Deputy Administrator, the interagency correspondence file and environmental multiple letters file are covered by item a. Related electronic indexes are to be transferred in accordance with NARA's requirements for the transfer of electronic records.

Other Programs - Other previous schedule items combined into this schedule were for the following programs: Federal Activities, General Counsel, Regional Operations, Intergovernmental Liaison, Water, Solid Waste, Emergency and Remedial Response, Toxic Substances, Enforcement and Compliance Monitoring, Mobile Source, Air Quality Planning and Standards, International Activities, Research and Development, Pesticides, Radiation, Information and Resource Management, Inspector General, Legislative, Planning and Evaluation and Program Reporting, and Public Affairs. Specific item numbers are cited below.

Reasons for Disposition:

The following change was made in the 02/28/2011 version:

The following change was made in the 01/31/2011 version:

The following changes were made in the 07/31/2010 version:

The following changes were made in the 02/29/2008 version:

Schedule previously approved as N1-412-94-2/22. The disposition instructions have been rewritten as media neutral to allow for maintaining the record copy in EPA's electronic recordkeeping system.

Item c for electronic copies created with word processing and electronic mail applications was deleted 08/09/2006 pursuant to NARA Bulletin 2006-04.

Custodians:

Multiple units

Related Schedules:

EPA 077, EPA 127, EPA 132

Previous NARA Disposal Authority:

NC1-412-76-3/1b, NC1-412-78-6/1, 3 and 6a, NC1-412-84-1/1, NC1-412-84-2/11, NC1-412-85-3/1, NC1-412-85-4/1, NC1-412-85-6/1, NC1-412-85-7/1, NC1-412-85-10/1, NC1-412-85-11/1, 3, and 6a, NC1-412-85-12/1, NC1-412-85-13/1, NC1-412-85-14/1, NC1-412-85-15-1b(1), NC1-412-85-16/1, NC1-412-85-22/6, NC1-412-85-24/13, N1-412-86-1/1, N1-412-86-3/1, N1-412-86-4/9, N1-412-87-2/1 and 11, N1-412-87-4/1, N1-412-87-5/1, N1-412-94-2/22

Entry: 08/26/1991

EPA Approval: 01/20/2006

NARA Approval: 08/10/2006

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