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EPA Records Schedule 145
Status: Final, 01/31/2011
Title: Program Development Files
Program: All Programs
Applicability: Agency-wide
Function: 304-104-02 - Program Planning/Design
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.
- N1-412-06-29
Description:
Consists of records related to the development of environmental and administrative policies and programs. Records consist of correspondence, briefing books and papers, issue papers and reports relative to policy, strategy, program control, research priorities, legislative priorities, published and unpublished directives and policy guidance documents, and related records that document the development of environmental programs, program priorities and objectives, program evaluation and planning, and similar topics.
Disposition Instructions:
Item a(1): Record copy - Nonelectronic
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Permanent
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Close inactive records at the end of the activity, project, or topic.
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Transfer to the National Archives 20 years after file closure.
Item a(2): Record copy - Electronic
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Permanent
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Close inactive records at the end of the activity, project, or topic.
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Transfer to the National Archives 5 years after file closure, with any related documentation and external finding aids, as specified in 36 CFR 1235.44-1235.50 or standards applicable at the time.
Item a(3): Electronic copy of records transferred to the National Archives
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Disposable
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Close file upon transfer to the National Archives.
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Delete after electronic record copy is successfully transferred to the National Archives.
Guidance:
When the records are retired, they should be kept in the same arrangement, insofar as possible, as when they were used by the person who created and maintained them under the archival principal of provenance.
This item covers the program development subject files that are generally held by officials holding the following offices: EPA Administrator, Deputy Administrators, Assistant and Associate Administrators, General Counsel, Inspector General, Chief Financial Officer, Administrative Law Judge, Headquarters Office Directors, Regional Administrators, Deputy and Assistant Regional Administrators, Regional Division Directors, Regional Branch and Section Chiefs, and equivalent positions. Background and supporting information maintained in other offices should be pulled together and retired as a unit with the material for the above-named officials.
These files contain materials documenting the development of new programs, major shifts in the focus of existing programs, and new initiatives. Records that document the ongoing management of the program should be retained according to EPA 006. Routine administrative materials should be retained according to EPA 110. Published directives and policy guidance documents are covered in EPA 007. Pilot projects are covered in EPA 099.
This item also includes the following types of documents for the Office of Research and Development: Research Program Management Files and Planned Program Accomplishments, Project Descriptions, and Output Plans.
Reasons for Disposition:
The disposition instructions have been rewritten as media neutral to allow for maintaining the record copy in EPA's electronic recordkeeping system. The disposition for the record copy is unchanged.
The following changes were made in the 02/29/2008 version:
- Divided item a into three subitems, a(1)-(3).
- Revised the titles of disposition items a(1)-(3).
- Revised the disposition instruction for item a(3).
Item b 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 006, EPA 007, EPA 099, EPA 110
Previous NARA Disposal Authority:
NC1-412-76-1/I/1, NC1-412-76-3/1a, NC1-412-76-15/2, NC1-412-78-2/3 and 4, NC1-412-85-2/2, NC1-412-85-3/3, NC1-412-85-4/3, NC1-412-85-6/3, NC1-412-85-7/3, NC1-412-85-10/3, NC1-412-85-11/12a, NC1-412-85-12/3, NC1-412-85-13/3, NC1-412-85-13/14a, NC1-412-85-14/3, NC1-412-85-15/1a, NC1-412-85-16/3, NC1-412-85-19/1, NC1-412-85-22/7a and 24a, NC1-412-85-24/51, NC1-412-85-25/1a, N1-412-86-1/3, N1-412-86-3/3, N1-412-87-2/3, N1-412-87-4/3, N1-412-87-5/3, N1-412-94-4/3, N1-412-94-6/2, N1-412-04-5
Entry: 09/17/2003
EPA Approval: 07/14/2006
NARA Approval: 10/30/2006