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EPA Records Schedule 704
Status: Final, 04/30/2007
Title: Personnel Security Clearance Files
Program: Facilities and Support Services
Applicability: Agency-wide
Function: 401-121 - Security Management
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 18/22
Description:
Includes personnel security clearance case files created under Office of Personnel Management procedures and regulations and related indexes maintained by the personnel security office. Consists of a record of investigations of personnel employed by, or seeking employment with the Agency, or whose relationship with the Agency requires a security clearance. Files also consist of suitability information for public trust positions.
Includes case files documenting the investigations on federal employees or applicants for federal employment, whether or not a security clearance is granted, and other persons, such as those performing work for EPA under contract, who require an approval before having access to government facilities or to sensitive data. These files include questionnaires, summaries of reports prepared by the investigating agency, and other records reflecting the processing of the investigation and the status of the clearance, exclusive of copies of investigative reports furnished by the investigating agency.
Also includes investigative reports and related documents furnished to EPA by investigative organizations for use in making security/suitability determinations.
Disposition Instructions:
Item a: Case files
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Disposable
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Destroy upon notification of death or not later than 5 years after separation or transfer of employee or no later than 5 years after contract relationship expires, whichever is applicable.
Item b: Investigative reports and related documents furnished by investigative organizations
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Disposable
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Destroy in accordance with the investigating agency instructions.
Item c: Indexes
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Disposable
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File with related records and follow instructions for related records (Item a).
Guidance:
Files are maintained and updated periodically for security purposes until employee is transferred or separated from the Agency.
Personnel security clearance status files are scheduled as EPA 705.
Records containing sensitive information must be shredded or definitively destroyed to protect confidentiality.
Reasons for Disposition:
Retention conforms to General Records Schedule 18, item 22.
Item d for electronic mail and word processing system copies deleted 08/24/2006 pursuant to NARA Bulletin 2006-04.
Custodians:
Multiple units
Related Schedules:
EPA 705
Previous NARA Disposal Authority:
NC-412-75-3/17, NC1-412-76-11, N1-412-86-4/12
Entry: 11/05/1993
EPA Approval: Not applicable
NARA Approval: 12/00/1998