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EPA Records Schedule 514

Status: (to be superseded) Final, 09/30/2012

Title: 404 Program File

Program: Water

Applicability: Headquarters

Function: 108-025-02-03 - Manage Non-Point Sources of Water Pollution

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:

Includes records related to the management of the nation's navigable waters, wetlands, and soil erosion efforts to prevent the pollution of the waterways. Records consist of correspondence with federal and state officials and private companies regarding various issues that pertain to the prevention of pollution of waterways, memoranda of understanding, coordination of issues with the Corps of Engineers, policy and regulations that pertain in the management of the 404 program under Section 404 of the Clean Water Act (CWA).

Disposition Instructions:

Item a(1): Record copy - Nonelectronic

Item a(2): Record copy - Electronic

Item a(3): Electronic copy of records transferred to the National Archives

Guidance:

This schedule covers all headquarters CWA section 404 program files. Regional 404 program files are maintained under schedules 203 and 204 according to the local records management plan.

DARTER electronic data - Item a(2) of this schedule covers the program data in EPA’s electronic system, Data on Aquatic Resources Tracking for Effective Regulation (DARTER), used to manage workload and coordination activities for the 404 program.

DARTER electronic software program - The electronic software program is to be kept as long as needed to ensure access to, and use of, the electronic records throughout the authorized retention period to comply with 36 CFR Sections 1236.10, 1236.12, 1236.14, and 1236.20. NARA regulations require that electronic records be retrievable and usable for as long as needed to conduct Agency business and to meet NARA-approved disposition. The electronic software program will be covered in EPA 1012, Information and Technology Management, which is in development.

DARTER input - For disposition of input follow the instructions in EPA 171, item a(4) (GRS 20/2a(4)), item b (GRS 20/2b), or item c (GRS 20/2c), whichever is applicable.

DARTER output and reports - For disposition of output and reports refer to the records schedule for the activity supported by the output and reports. Follow the disposition instructions for the applicable records schedule item. If more than one records schedule or item applies, follow the disposition instructions with the later dates.

DARTER system documentation - System documentation consisting of file specifications for relational tables, code books, record layouts, and other records necessary to describe the data transferred to the National Archives is permanent and is covered in EPA 304, item a(2) and GRS 20/11a(2) which provide direction to follow the disposition instructions for the electronic data. System documentation consisting of those records necessary to document how the system captures, manipulates and outputs data while in operation at EPA is disposable and is covered in EPA 125, item b(1) and GRS 24/3b(1).

DARTER system development documentation - System development documentation, including but not limited to project proposals, feasibility studies, cost analyses, requirements documents, and documentation of planning, decision making, designing, programming, testing, evaluation, and problem solving activities that are conducted prior to implementation of the system, will be covered by EPA 1012, Information and Technology Management, which is in development.

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.

The following changes were made in the 09/30/2012 version:

The following changes were made in the 01/31/2008 version:

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

Custodians:

Office of Water, Office of Wetlands, Oceans and Watersheds, Wetlands Division, Wetlands and Aquatic Resources Regulatory Branch

Office of Water, Office of Wetlands, Oceans and Watersheds, Wetlands Division, Wetlands and Aquatic Resources Regulatory Branch

Related Schedules:

EPA 125, EPA 171, EPA 203, EPA 204, EPA 304

Previous NARA Disposal Authority:

NC1-412-84-1/6

Entry: 06/18/1993

EPA Approval: 06/20/2007

NARA Approval: 08/07/2008

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