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EPA Records Schedule 655

Status: (to be superseded) Final, 02/21/2007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.

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.

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.

Item c: Requisition for stamps

Excludes copies used as supporting documents to payment vouchers.

Item d: Statistical reports and data relating to handling of mail and volume of work performed

Item e: Records relating to checks, cash, stamps, money orders, or any other valuables remitted to the Agency by mail

Item f: Records of and receipts for mail and packages received through the Official Mail and Messenger Service

Item g: General files

Includes correspondence, memoranda, directives, and guides relating to the administration of mail room operations.

Item h: Locator cards, directories, indexes, and other records relating to mail delivery to individuals

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

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