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EPA Records Schedule 564
Status: Final, 08/31/2010
Title: Administrative Grievance, Disciplinary, and Adverse Action Files
Program: Personnel
Applicability: Agency-wide
Function: 403-256 - Employee Relations
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 1/30
Description:
Consists of administrative grievance files. Records relate to grievances raised by Agency employees, except EEO complaints. These case files include statements of witnesses, reports of interviews and hearings, examiner's findings and recommendations, a copy of the original decision, related correspondence and exhibits, and records relating to a reconsideration request.
Also includes adverse action files and performance-based actions. Case files and records related to adverse actions and performance-based actions (removal, suspension, reduction-in-trade, furlough) against employees. The file includes a copy of the proposed adverse action with supporting documents; statements of witnesses; employee's reply; hearing notices, reports and decisions; reversal of action; and appeal records, excluding letters of reprimand which are filed in the official personnel folder (OPF).
Disposition Instructions:
Item a: Administrative grievance files
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Disposable
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Close inactive records at end of year after case is closed.
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Destroy when 4 years old.
Item b: Adverse action files and performance-based actions
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Disposable
-
Close inactive records at end of year after case is closed.
-
Destroy when 4 years old.
Guidance:
Official personnel folders for civilians are scheduled as EPA 553 and for Public Health Service Corps commissioned personnel as EPA 554. EEO complaint files are covered in EPA 541.
Records of complaint files of actions filed before administrative agencies or in federal courts and maintained as EPA personnel law files by the Office of General Counsel are scheduled as EPA 678, item c.
Records containing sensitive information must be shredded or otherwise definitively destroyed to protect confidentiality.
Reasons for Disposition:
The following change was made in the 08/31/2010 version:
- Revised the file closure instructions to "after case is closed" for items a and b to match the General Records Schedule.
Conforms to NARA's General Records Schedule 1, item 30.
Item c for electronic mail and word processing system copies deleted 08/22/2006 pursuant to NARA Bulletin 2006-04.
Custodians:
Multiple units
Related Schedules:
EPA 541, EPA 553, EPA 554, EPA 678
Previous NARA Disposal Authority:
NC-412-75-4/11, NC1-412-85-28/14
Entry: 07/30/1993
EPA Approval: Not applicable
NARA Approval: 12/00/1998