EPA Records Schedule 481

Status: Final, 05/31/2007

Title: Removal Records - Oil Spill Site-Specific

Program: Oil

Applicability: Agency-wide

Function: 108-024-01-01 - Perform Removals

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.

N1-412-07-8

Description:

Site-specific records relating to emergency, time-critical and non-time-critical removal activities conducted by EPA and non-EPA lead (e.g., PRP, state, federal facilities, other) entities in response to an oil spill. Specific types of records include correspondence, memoranda, work plans, financial and technical progress reports, sampling and analysis data, pollution reports (POLREPs), statements of work and other site-specific contract documentation.

Disposition Instructions:

Item a: Record copy

Disposable
Close inactive records upon completion of cost recovery.
Destroy 30 years after file closure. If record is microform, destroy paper after quality assurance is complete.

Guidance:

If the removal action becomes part of a remedial action, records are to be reassigned to the remedial site file and the regional unit responsible for managing the removal process is responsible for maintaining and implementing the disposition in accordance with EPA 014.

See EPA 480 for Enforcement Actions - Oil Spill Site-Specific.

Reference copies of these files held by all other offices can be destroyed when no longer needed to support current activities.

Microform copies are to be produced in accordance with standards in 36 CFR 1230.10 and 1230.20. It is recommended that a silver master and diazo copy be maintained on site to simplify making copies.

Records containing sensitive information must be shredded or otherwise definitively destroyed to protect confidentiality.

Specific legal citations include:

Federal Water Pollution Control Act, as amended by the Oil Pollution Act of 1990, Sec. 4201, 4306
40 CFR Part 110

Reasons for Disposition:

Records are required as part of the complete documentation of the removal process and for cost recovery support. However, because there is no follow-up monitoring performed by the Agency for stand-alone removal actions, permanent retention is not required. Thirty year retention is sufficient to allow for any follow-up activity. If removal site requires additional action at a later date, the retention is determined by adding thirty years to the date of the later action, not the original removal.

Item d for electronic copies created with word processing and electronic mail applications deleted 08/22/2006 pursuant to NARA Bulletin 2006-04.

The following items were changed or deleted in the 10/25/2006 version when the schedule was revised as media neutral:

Item a - Paper (non-microformed) or microform changed to Record copy.

Item b - Paper (microformed) deleted.

Item c - Microform deleted.

Custodians:

Multiple units

Related Schedules:

EPA 014, EPA 480

Previous NARA Disposal Authority:

N1-412-94-2/46

Entry: 06/03/1993

EPA Approval: 11/02/2006

NARA Approval: 04/25/2007

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EPA Records Schedule 481

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