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EPA Records Schedule 655
Status: Final, 02/21/2007
Title: Mail and Delivery Service Control Files
Program: Facilities and Support Services
Applicability: Agency-wide
Function: 405-146 - Services Acquisition
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 12/6
Description:
Contains records related to the control of mail and delivery service.
Disposition Instructions:
Item a: Records of receipt and routing of incoming and outgoing mail and items handled by private delivery companies such as United Parcel Service
Excludes records covered by EPA 654 and those used as indexes to correspondence files.
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Disposable
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Destroy when 1 year old.
Item b: Statistical reports of postage used on outgoing mail and fees paid for private deliveries
Includes special delivery, foreign, registered, certified, and parcel post or packages over 4 pounds.
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Disposable
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Destroy when 6 months old.
Item c: Requisition for stamps
Excludes copies used as supporting documents to payment vouchers.
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Disposable
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Destroy when 6 months old.
Item d: Statistical reports and data relating to handling of mail and volume of work performed
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Disposable
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Destroy when 1 year old.
Item e: Records relating to checks, cash, stamps, money orders, or any other valuables remitted to the Agency by mail
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Disposable
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Destroy when 1 year old.
Item f: Records of and receipts for mail and packages received through the Official Mail and Messenger Service
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Disposable
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Destroy when 6 months old.
Item g: General files
Includes correspondence, memoranda, directives, and guides relating to the administration of mail room operations.
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Disposable
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Destroy when 1 year old or when superseded or obsolete, whichever is applicable.
Item h: Locator cards, directories, indexes, and other records relating to mail delivery to individuals
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Disposable
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Destroy 5 months after separation or transfer of individual or when obsolete, whichever is applicable.
Guidance:
Other mail and postal records are scheduled as EPA 654 - Post Office and Private Mail Company Records.
Reasons for Disposition:
Items 6, 7 and 8 of NC1-412-85-26/VII, previously approved by the National Archives, are included in this GRS item. Conforms to NARA's General Records Schedule 12, item 6.
Item i for electronic mail and word processing system copies deleted 08/23/2006 pursuant to NARA Bulletin 2006-04.
Custodians:
Multiple units
Related Schedules:
EPA 654
Previous NARA Disposal Authority:
NC-412-75-2/IV/8, 9, 10 and 11, NC1-412-85-26/VII/6, 7 and 8
Entry: 09/15/1993
EPA Approval: Not applicable
NARA Approval: 12/00/1998