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EPA Records Schedule 183

Status: (to be superseded) Final, 09/30/2007

Title: Grant and Other Agreement Oversight

Program: Grants

Applicability: Agency-wide

Function: 205 - Federal Financial Assistance

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:

Records include correspondence, reports, policies and procedures, office-specific plans, and other documentation relating to the implementation of the post-award monitoring, evaluation, and oversight of grants and other assistance agreements.

Excludes: Records relating to the day-to-day administration of grants and agreements scheduled as EPA 001, EPA 003, and EPA 232.

Disposition Instructions:

Item a: Superfund site-specific

Item b: Other than Superfund site-specific

Guidance:

The Grants Management Offices (GMOs) receive final certification of project completion from project officers. The GMOs are responsible for requesting final audits if applicable and required for closeout.

Grants specialists and grants management officers should maintain a record of all evaluative on-site visits and/or desk review protocols and reports in the official project files covered by the following schedules: EPA 001 for Superfund site-specific grants and other program support agreements; EPA 232 for waste water construction and state revolving fund grants; and EPA 003 for other grants and program support agreements.

See EPA Order 5700.6 - Policy on Compliance, Review and Monitoring for additional information on EPA's post-award grant policies and procedures.

The Integrated Grants Management System (IGMS) is covered by EPA 009 and the Grants Information and Control System (GICS) by EPA 575.

Reasons for Disposition:

The schedule was originally approved as N1-412-03-8. The retention for item b - Record copy - other than Superfund site-specific has been extended to 10 years in accordance with 31 U.S.C. 3731, the statute of limitations on civil false claims cases.

Item d for electronic copies created with word processing and electronic mail applications was deleted 08/14/2006 pursuant to NARA Bulletin 2006-04.

The following item deleted in the 09/07/2006 version: Item c - Record copy - Tribal because it is covered by item b.

Custodians:

Multiple units

Related Schedules:

EPA 001, EPA 003, EPA 009, EPA 232, EPA 244, EPA 575

Previous NARA Disposal Authority:

N1-412-03-8

Entry: 11/20/2000

EPA Approval: 10/02/2006

NARA Approval: 08/16/2007

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