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EPA Records Schedule 572
Status: Final, 10/31/2009
Title: Employee Awards Files
Program: Personnel
Applicability: Agency-wide
Function: 403-255-04 - Manage Performance
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 1/12
Description:
Files contain records related to employee awards.
Disposition Instructions:
Item a(1): General awards case files
Includes recommendations, approved nominations, correspondence, reports, and related handbooks pertaining to Agency-sponsored cash and noncash awards such as incentive awards, within-grade merit increases, suggestions, and outstanding performance.
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Disposable
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Destroy 2 years after approval or disapproval.
Item a(2): General awards correspondence for awards from other federal agencies or non-federal organizations
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Disposable
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Destroy when 2 years old.
Item b: Length of service and sick leave awards files
Includes correspondence, reports, computations of service and sick leave, and lists of awardees.
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Disposable
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Destroy when 1 year old.
Item c: Letters of commendation and appreciation
Includes letters recognizing length of service and retirement and letters of appreciation and commendation for performance, and excludes copies filed in the official personnel file (OPF).
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Disposable
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Destroy when 2 years old.
Item d: Lists of or indexes to Agency award nominations
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Disposable
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Destroy when superseded or obsolete.
Guidance:
Incentive awards program reports are scheduled as EPA 574.
Records containing sensitive information must be shredded or otherwise definitively destroyed to protect confidentiality.
Reasons for Disposition:
Disposition conforms to the General Records Schedule 1, item 12.
Item e for electronic mail and word processing system copies deleted 08/23/2006 pursuant to NARA Bulletin 2006-04.
Custodians:
Multiple units
Related Schedules:
EPA 574
Previous NARA Disposal Authority:
NC-412-75-4/10a, NC1-412-85-28/13a
Entry: 11/17/2000
EPA Approval: Not applicable
NARA Approval: 12/00/1998