EPA Records Schedule 640
Status: Final, 03/31/2009
Title: Motor Vehicle Leases from GSA
Program: Facilities and Support Services
Function: 401-119-02 - Acquire and Manage Fleets and Equipment
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.
Consists of case files on vehicles leased from the General Services Administration (GSA), including EPA copy of GSA 1152, regarding service to vehicle by other than GSA, services and inspection work orders, and motor vehicle use records.
Excludes: Gasoline receipts covered by EPA 635, item a.
Item a: Record copy
Close inactive records after vehicle is returned to GSA.
Destroy 4 years after file closure.
Other records series relating to motor vehicles are scheduled as EPA 635 for motor vehicle operating and maintenance, EPA 636 for motor vehicle cost files, EPA 637 for motor vehicle reports, EPA 638 for motor vehicle accidents, EPA 639 for motor vehicle release files, and EPA 641 for motor vehicle operator files.
Reasons for Disposition:
The following change was made in the 12/31/2008 version:
- Added previously approved NARA disposal authority.
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.
Item b for electronic copies created with word processing and electronic mail applications deleted 08/23/2006 pursuant to NARA Bulletin 2006-04.
EPA 635, EPA 636, EPA 637, EPA 638, EPA 639, EPA 641
Previous NARA Disposal Authority:
EPA Approval: 06/15/2007
NARA Approval: 03/06/2009