EPA Records Schedule 393
Status: Final, 08/31/2011
Title: Official Passports
Program: International Affairs
Function: 401-122 - Travel
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.
- General Records Schedule 9/5a
Includes records relating to the issuance of official passports and related documents.
Item a: Application files
Destroy when 3 years old or upon separation of the bearer, whichever is sooner.
Item b: (Reserved)
Item c: (Reserved)
Each headquarters program and regional office has a passport coordinator. Passport requests are sent to the Office of International and Tribal Affairs (OITA) at headquarters who sends them to the Department of State. OITA also maintains the passports when the employee is not traveling abroad. OITA returns passports to the Department of State upon expiration or when an employee retires. If the employee is transferring to another agency and will still be doing international travel, OITA sends the passport to the next agency. OITA uses the Passport Expiration Notification System (PENS) scheduled as EPA 090 for tracking purposes.
Other records related to international travel maintained by the Office of International Affairs are covered by EPA 392.
Reasons for Disposition:
The following changes were made in the 08/31/2011 version:
- Revised program from All Programs to International Affairs.
- Revised description.
- Deleted disposition items b for annual reports and c for passport registers.
- Updated guidance.
Disposition conforms to NARA's General Records Schedule 9, item 5a
Item d for electronic mail and word processing system copies deleted 08/21/2006 pursuant to NARA Bulletin 2006-04.
Office of International and Tribal Affairs
- Contact: Pamela Younger
- Telephone: 202-564-6631
EPA 090, EPA 392
Previous NARA Disposal Authority:
EPA Approval: Not applicable
NARA Approval: 04/00/2003