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EPA Records Schedule 263
Status: Final, 07/31/2009
Title: Freedom of Information Act (FOIA) Tracking System
Program: Environmental Information
Applicability: Agency-wide
Function: 305-109-02-01 - FOIA
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.
- N1-412-94-2/39
Description:
The Freedom of Information Act (FOIA) Tracking System is an administrative system used by EPA's FOIA offices to electronically store, track and manage FOIA requests and responses. The data from this system is also used for the Agency's annual FOIA activity report to the U.S. Department of Justice.
Disposition Instructions:
Item a: Electronic software program
This item is to be used only by the Office of Environmental Information, Office of Information Collection, Records, FOIA and Privacy Branch at Headquarters.
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Disposable
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Destroy when no longer needed to ensure access to, and use of, the electronic records throughout the authorized retention period.
Item b: Input
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Disposable
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Follow instructions for EPA 171.
Item c: Electronic data
This item is to be used only by the Office of Environmental Information, Office of Information Collection, Records, FOIA and Privacy Branch at Headquarters.
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Disposable
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Follow instructions for the related records.
Item d: Output and reports
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Varies
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File with related records and follow instructions for the related records.
Item e: System documentation
This item is to be used only by the Office of Environmental Information, Office of Information Collection, Records, FOIA and Privacy Branch at Headquarters.
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Disposable
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Follow instructions for EPA 304, item a(1).
Guidance:
This schedule covers both the Freedom of Information Management Tracking System (FOIMATS) and FOIAXpress.
See the following FOIA schedules for disposition instructions for electronic data (item c) and output and reports (item d):
- EPA 029 - Freedom of Information Act (FOIA) Annual Reports
- EPA 030 - Freedom of Information Act (FOIA) Requests Files
- EPA 031 - Freedom of Information Act (FOIA) Administrative Files and Reports
- EPA 032 - Freedom of Information Act (FOIA) Appeals Files
- EPA 033 - Freedom of Information Act (FOIA) Control Files
See EPA 089 - Electronic Tracking Systems for other disposable electronic tracking systems not requiring their own schedule.
Reasons for Disposition:
The following changes were made in the 04/30/2008 version:
- Revised disposition instructions for items a and b.
- Added applicability to disposition items a, c and e.
- Revised title and disposition instructions for item e.
Disposition for the electronic software program (item a) and output (item d) are consistent with the originally approved schedule. Disposition for input (item b) is consistent with NARA's GRS 20/2. Disposition for electronic data (item c) conforms to NARA's General Records Schedule 14. The disposition for supporting documentation (item e) conforms with GRS 20/11.
Custodians:
Office of Environmental Information, Office of Information Collection, Records, FOIA and Privacy Branch
- Contact: Cindy Floyd-Coleman
- Telephone: 202-566-1662
Related Schedules:
EPA 029, EPA 030, EPA 031, EPA 032, EPA 033, EPA 089, EPA 171, EPA 304
Previous NARA Disposal Authority:
Entry: 01/04/1993
EPA Approval: 10/07/1993
NARA Approval: 11/27/1996