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EPA Records Schedule 167

Status: (to be superseded) Final, 02/01/2007

Title: Transitory Files

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:

Consists of documents of short-term interest that have no documentary or evidential value and normally need not be kept more than 90 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.

Disposition Instructions:

Item a: Record copy

Guidance:

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:

Conforms to NARA's General Records Schedule 23, item 7.

Item b for electronic mail and word processing system copies was deleted 08/16/2006 pursuant to NARA Bulletin 2006-04.

Custodians:

Multiple units

Related Schedules:

EPA 006, EPA 110, EPA 127, EPA 141, EPA 145

Previous NARA Disposal Authority:

N1-412-86-2/9

Entry: 09/24/1991

EPA Approval: Not applicable

NARA Approval: 12/00/1998

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