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EPA Records Schedule 523

Status: (to be superseded) Final, 04/30/2011

Title: Administrator's Meetings File

Program: Administrator and Deputy Administrator

Applicability: Headquarters

Function: 401 - Administrative Management

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:

Records consist of documents used by the Administrator, Deputy Administrator, and other senior level staff in the Administrator's Office to prepare for meetings and briefings. Includes meeting notices, invitations and acceptances, draft itineraries and schedules, copies of speeches, position papers, policy statements, and other briefing or background papers.

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:

General staff meetings are covered by EPA 006 for program management. See EPA 181 for advisory groups established under the Federal Advisory Committee Act (FACA); EPA 186 for copies of committee records not maintained by the sponsor or secretariat; EPA 187 for intra-agency and internal committees; EPA 188 - EPA Quality and Information Committee; EPA 518 for rulemaking committees; and EPA 525 for congressional committees.

Calendars, schedules and logs of daily activities are scheduled as EPA 111. See EPA 537 for the Administrators' and Deputy Administrators' speeches database. Copies incorporated into other files are to be retained in accordance with the disposition instructions for the records they support.

Reasons for Disposition:

Records contain documentation on the Administrator's and Deputy Administrator's meetings with groups and individuals and are a useful supplement to their calendars (previously approved as permanent records).

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

Item b for electronic copies created with word processing and electronic mail applications was deleted 08/14/2006 pursuant to NARA Bulletin 2006-04.

Custodians:

Office of the Administrator

Related Schedules:

EPA 006, EPA 111, EPA 181, EPA 186, EPA 187, EPA 188, EPA 518, EPA 525, EPA 537

Previous NARA Disposal Authority:

NC1-412-78-6/14, NC1-412-85-11/14

Entry: 07/09/1993

EPA Approval: 11/13/2006

NARA Approval: 01/26/2007

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