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EPA Records Schedule 738
Status: Final, 12/31/2011
Title: Audiovisual Records
Program: All Programs
Applicability: Agency-wide
Function: 401 - Administrative 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 21/1 (item a)
- General Records Schedule 21/2 (item b)
- General Records Schedule 21/3 (item c)
- General Records Schedule 21/5 (item d)
- General Records Schedule 21/6 (item e)
- General Records Schedule 21/7 (item f)
- General Records Schedule 21/8 (item g)
- General Records Schedule 21/9 (item h)
- General Records Schedule 21/11 (item i)
- General Records Schedule 21/12 (item j)
- General Records Schedule 21/14 (item k)
- General Records Schedule 21/16 (item l)
- General Records Schedule 21/17 (item m)
- General Records Schedule 21/18 (item n)
- General Records Schedule 21/19 (item o)
- General Records Schedule 21/20 (item p)
- General Records Schedule 21/22 (item q)
- General Records Schedule 21/23 (item r)
- General Records Schedule 21/24 (item s)
- General Records Schedule 21/26 (item t)
- General Records Schedule 21/28 (item u)
- General Records Schedule 21/29 (item v)
Description:
Consists of audiovisual and related records created by or for EPA as well as those acquired in the course of business. Audiovisual records include still images, sound recordings, moving images, and graphic arts. Related records include finding aids and production or similar files documenting the origin, development, acquisition, use, and ownership of the audiovisual records.
Excludes: Audiovisual records related to EPA's environmental missions that are covered by specific mission-related schedules (e.g., photographs related to Superfund site-specific cleanup activities); and audiovisuals received as contract or other deliverables covered by EPA 258.
Disposition Instructions:
Item a: Still photography - Photographs of routine award ceremonies, social events, and activities not related to the mission of the Agency
-
Disposable
-
Destroy when 1 year old.
Item b: Still photography - Personnel identification or passport photographs
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Disposable
-
Destroy when 5 years old or when superseded or obsolete, whichever is later.
Item c: Still photography - Internal personnel and administrative training filmstrips and slides of programs that do not reflect the mission of the Agency
-
Disposable
-
Destroy 1 year after completion of training program.
Item d: Graphic arts - Viewgraphs
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Disposable
-
Destroy 1 year after use.
Item e: Graphic arts - Routine artwork for handbills, flyers, posters, letterhead, and other graphics
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Disposable
-
Destroy when no longer needed for publication or reprinting.
Item f: Graphic arts - Line and halftone negatives, screened paper prints and offset lithographic plates used for photomechanical reproduction
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Disposable
-
Destroy when no longer needed for publication or printing.
Item g: Graphic arts - Line copies of graphs and charts
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Disposable
-
Destroy when no longer needed for publication or reprinting.
Item h: Motion pictures - Films acquired from outside sources for personnel and management training
-
Disposable
-
Destroy 1 year after completion of training program.
Item i: Motion pictures - Routine surveillance footage
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Disposable
-
Destroy when 6 months old.
Item j: Motion pictures - Routine scientific, medical, or engineering footage
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Disposable
-
Destroy when 2 years old.
Item k: Video recordings - Programs acquired from outside sources for personnel and management training
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Disposable
-
Destroy 1 year after completion of training program.
Item l: Video recordings - Rehearsal or practice tapes
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Disposable
-
Destroy immediately.
Item m: Video recordings - Internal personnel and administrative training programs that do not reflect the mission of the Agency
-
Disposable
-
Destroy 1 year after completion of training program.
Item n: Video recordings - Routine surveillance recordings
-
Disposable
-
Destroy when 6 months old.
Item o: Video recordings - Routine scientific, medical, or engineering recordings
-
Disposable
-
Destroy when 2 years old.
Item p: Video recordings - Recordings that document routine meetings and award presentations
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Disposable
-
Destroy when 2 years old.
Item q: Audio recordings - Recordings of meetings made exclusively for note taking or transcription
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Disposable
-
Destroy immediately after use.
Item r: Audio recordings - Dictation belts or tapes
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Disposable
-
Destroy immediately after use.
Item s: Audio recordings - Premix sound elements created during the course of a motion picture, television, or radio production
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Disposable
-
Destroy immediately after use.
Item t: Audio recordings - Daily or spot news recordings available to local radio stations on a call-in basis
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Disposable
-
Destroy when 6 months old.
Item u: Related documentation - Production files or similar files that document origin, development, acquisition, use, and ownership of temporary audiovisual records
-
Disposable
-
Follow instructions for related records.
Item v: Related documentation - Finding aids for identification, retrieval, or use of temporary audiovisual records
-
Disposable
-
Follow instructions for related records.
Guidance:
Audiovisual records are to be managed in accordance to standards in 36 CFR 1228.266 and 1232.
The organization responsible for producing or acquiring the audiovisuals maintains the record copy and implements the disposition. All other copies may be destroyed when no longer needed.
Audiovisuals supporting records related to EPA's environmental missions (e.g., enforcement actions, site cleanups, etc.) must be linked to the appropriate file (e.g., cross reference sheet in the case file and notation on the audiovisual label) and dispositioned according to the instructions for the records they support. Collections of audiovisuals supporting EPA's environmental missions and not covered by existing schedules must be scheduled separately.
Reasons for Disposition:
Conforms to NARA's General Records Schedule 21.
The following EPA schedules were deleted and combined into this schedule:
- EPA 708 - Routine Photographs and Slides. See item a.
- EPA 713 - Audiovisual Finding Aids and Related Documentation. See items u and v.
- EPA 714 - Viewgraphs. See item d.
- EPA 717 - Routine Surveillance Motion Pictures. See item i.
- EPA 718 - Routine Scientific, Medical or Engineering Motion Pictures. See item j.
- EPA 721 - Routine Meeting and Award Presentation Videos. See item p.
- EPA 723 - Internal Management News or Information Videos. See item p.
- EPA 726 - Videos Acquired from Outside Sources. See item k.
- EPA 727 - Sound Recordings of Meetings for Notetaking or Transcription. See item q.
- EPA 728 - Pre-Mix Sound Recording Elements. See item s.
- EPA 729 - Daily or Spot News Sound Recordings. See item t.
Custodians:
Multiple units
Related Schedules:
EPA 258
Previous NARA Disposal Authority:
NC1-412-75-9/21, NC1-412-82-12/19, NC1-412-83-1/I/3 and 4, NC1-412-83-1/II/1, 2 and 3, NC1-412-83-1/III/3, 6 and 11, NC1-412-83-1/IV/1, NC1-412-83-1/V/1, 2 and 3, NC1-412-85-7/11, NC1-412-85-10/21, N1-412-87-5/11, N1-412-94-2/35, N1-412-06-6/6
Entry: 08/24/2006
EPA Approval: Not applicable
NARA Approval: 12/00/1998