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EPA Records Schedule 258

Status: (to be superseded) Final, 02/28/2011

Title: Final Deliverables and Reports

Program: All Programs

Applicability: Agency-wide

Function: 305-109-01 - Tech Transfer and Training

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 final draft and final deliverables, products, and reports submitted by contractors and grantees to the Agency, or produced in-house by individuals, committees, or task forces. Also includes final reports resulting from special studies and surveys completed within the Agency.

Disposition Instructions:

Item a(1): Environmental programs, except Superfund site-specific - Nonelectronic

Item a(2): Environmental programs, except Superfund site-specific - Electronic

Item a(3): Environmental programs, except Superfund site-specific - Electronic copy of records transferred to the National Archives

Item b: Superfund site-specific

Item c: Non-environmental programs

Guidance:

Copies of published material cited in a manuscript or report do not need to be included as part of the official record if they are publicly available. If the cited material is available on a website, the citation should include the specific website address (e.g., http://www.epa.gov...) and the date the material was accessed. If, however, the website material is critical to support the decision, conclusion, recommendation, or guidance provided in the manuscript or report, the material should be printed and filed in the recordkeeping system with the manuscript or report, if possible.

Copies of final deliverables and reports incorporated into other files (e.g., Superfund site files) are to be retained according to the disposition instructions for the records they support.

Draft deliverables, interim products, and other documents for contracts and grants that do not have long term or permanent value should be filed with other contract and grant documentation. See EPA 020 for Superfund site-specific contract management records; EPA 202 for other contract management records; EPA 001 for Superfund site-specific grants and other program support agreements; EPA 003 for other grants and program support agreements; and EPA 232 for waste water construction and state revolving fund grants. Also see EPA 005 for special studies not covered by other program specific schedules, and EPA 099 for pilot projects.

Databases specifically established as part of a deliverable or report are not covered by this schedule and need to be scheduled separately.

Deliverables in formats other than paper (e.g., computer disks, audio- or videotapes) may require special handling and storage facilities.

Reasons for Disposition:

The following change was made in the 07/31/2010 version:

The following changes were made in the 10/31/2008 version:

The following changes were made in the 02/29/2008 version:

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 d for electronic copies created with word processing and electronic mail applications was deleted 08/09/2006 pursuant to NARA Bulletin 2006-04.

Previous scheduled items combined into this schedule were for the following programs: Water, Solid Waste, Emergency and Remedial Response, Toxic Substances, Air Quality Planning and Standards, and Radiation. Specific item numbers are cited below.

Custodians:

Multiple units

Related Schedules:

EPA 001, EPA 003, EPA 005, EPA 020, EPA 099, EPA 202, EPA 232

Previous NARA Disposal Authority:

NC1-412-75-6/10, NC1-412-76-1-II/21, NC1-412-76-1/V/21, NC1-412-76-3/4 and 5a, NC1-412-76-8/4, NC1-412-76-15/4, NC1-412-77-1/3, NC1-412-78-10/12a, NC1-412-82-12/11, NC1-412-85-6/9 and 32, NC1-412-85-7/9, NC1-412-85-10/16, NC1-412-85-12/8, NC1-412-85-15/3a1, N1-412-86-1/9, N1-412-94-3/1a, N1-412-94-2/37

Entry: 03/30/1992

EPA Approval: 07/14/2006

NARA Approval: 10/20/2006

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