EPA Records Schedule 223
Status: Final, 06/30/2009
Title: Sampling and Analytical Data Files
Program: All Programs, with exceptions
Function: 108-025 - Pollution Prevention and Control
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.
Records relate to chemical analysis services performed to support the Agency's environmental programs. Includes analysis conducted through the Contract Laboratory Program (CLP), including sample results in the form of current files, purge files, and Sample Management Office (SMO) files. Regional lab records include in-house sampling. Supporting documentation includes document inventory form, data summaries, field sheets, chain of custody, data reports, analyst log books, sample logbooks, data sheets, correspondence, quality assurance and data validation files, quality control summaries, QC data logs and worksheets. Specific types of data packages will include Organic Routine Analytical Services (RAS), Inorganic RAS, Dioxin RAS, High Concentration (HC) and Special Analytical Services (SAS).
Excludes: Superfund site-specific sampling and analytical data files scheduled as EPA 018.
Item a: Record copy
Close inactive records upon completion of sampling activity.
Destroy 10 years after file closure.
Office may retain files if the activities are likely to become a compliance or enforcement issue. Compliance files are covered in EPA 211 and enforcement files are EPA 207. Final reports are scheduled as EPA 258.
Records containing sensitive information must be shredded or otherwise definitively destroyed to protect confidentiality.
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 retention has not changed.
Item b for electronic copies created with word processing and electronic mail applications deleted 08/18/2006 pursuant to NARA Bulletin 2006-04.
EPA 018, EPA 207, EPA 211, EPA 258
Previous NARA Disposal Authority:
EPA Approval: 11/17/2006
NARA Approval: 03/22/2007