EPA Records Schedule 167
Status: (To be Superseded) Final, 03/31/2015
Title: Transitory Files
Program: All Programs
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.
- General Records Schedule 23/7
Consists of documents of short-term interest that have no documentary or evidential value and normally need not be kept more than 180 days. Examples of transitory correspondence include:
Routine requests for information or publications and copies of replies that require no administrative action, no policy decision, and no special compilation or research for reply.
Originating office copies of letters of transmittal that do not add any information to that contained in the transmitted material, and receiving office copy if filed separately from transmitted material.
Quasi-official notices, including memoranda and other records, that do not serve as the basis of official actions, such as notices of holidays or charity and welfare fund appeals, bond campaigns, and similar records.
Records documenting routine activities containing no substantive information, such as routine notifications of meetings, scheduling of work-related trips and visits, and other scheduling related activities.
Suspense and tickler files or "to-do" and task lists that serve as a reminder that an action is required on a given date or that a reply to action is expected, and if not received, should be traced on a given date.
Item a: Record copy
- Close inactive records at end of month.
- Destroy 6 months after file closure.
This item also includes reading or chron files used for convenience of reference. However, if reading or chron files are used for purposes other than reference, other retention periods will apply. For example, see EPA 006 for program management; EPA 110 for office administrative files; EPA 127 for general correspondence; EPA 141 for controlled and major correspondence; and EPA 145 for program development.
Records containing sensitive information must be shredded or otherwise definitively destroyed to protect confidentiality.
Reasons for Disposition:
The following change was made in the 03/31/2015 version:
- Revised description and disposition instructions to conform to GRS 23/7.
Item b for electronic mail and word processing system copies was deleted 08/16/2006 pursuant to NARA Bulletin 2006-04.
EPA 006, EPA 110, EPA 127, EPA 141, EPA 145
Previous NARA Disposal Authority:
EPA Approval: Not applicable
NARA Approval: 12/00/1998