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EPA Records Schedule 165

Status: (to be superseded) Final, 02/13/2007

Title: Electronic Mail (E-mail)

Program: All Programs

Applicability: Agency-wide

Function: 401 - Administrative Management

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 senders' and recipients' versions of messages that meet the definition of Federal records and any attachments to the record messages after they have been copied to an electronic recordkeeping system, paper or microform for recordkeeping purposes.

Disposition Instructions:

Item a: Nonrecord copy

Guidance:

Information on electronic mail systems which is necessary to document Agency activities and meets the Federal definition of a record must be copied onto another medium (an electronic, paper, or microform recordkeeping system), and filed or maintained in organized files. Copies of electronic mail messages maintained in other files (e.g., program management files) are to be disposed of in accordance with the disposition for the related records.

Along with the message text, the recordkeeping system must capture the names of sender and recipients, and date (transmission data for recordkeeping purposes) and any recipient data when required.

Additional guidance can be found in the November 28, 1995 memorandum from the Office of General Counsel, "Legal Requirements Concerning the Creation, Maintenance and Disposition of Electronic Mail Messages."

Reasons for Disposition:

Conforms to NARA General Records Schedule 20, item 14.

Custodians:

Multiple units

Related Schedules:

Previous NARA Disposal Authority:

Entry: 11/27/1995

EPA Approval: Not applicable

NARA Approval: 08/00/1995

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