Identify and Transfer:
What to do with the records of departing employees
All employees at EPA are responsible for the federal records in their custody. This responsibility applies as much to departing employees who separate or transfer from EPA or transfer within EPA as it does to all other employees.
EPA's records are important. They are required by law to adequately and properly document the Agency's organization, functions, policies, decisions, procedures, and essential transactions. The records must be maintained in accordance with federal records management regulations and the Agency's records management policies. They may be preserved or disposed of only by following the instructions in EPA's Records Schedules.
What to do
Departing employees should identify and transfer all documentary materials, including paper and electronic federal records, in their personal workspace. Locations of electronic documents in the workspace include the computer hard drive, network drives (user and share), e-mail (in boxes, sent boxes, and folders), and removable media such as diskettes and CDs.
Simply put, "identify and transfer all documentary materials" means figure out what you've got and put it where it belongs. For example, do you have federal records that need to be filed in your organization's recordkeeping system? Do you have nonrecords that may be discarded? If you leave anything behind in your workspace, be sure an authorized person has accepted responsibility for it and knows what to do with it.
Who does what
Both the departing employee and the employee's Records Contact have a role. The scenario below briefly outlines those roles. The departing employee's supervisor also may be involved if custody of the employee's records is turned over to the supervisor.
The Records Help Desk is available to provide more detailed guidance and to answer specific questions.
A smooth transition
Identifying and transferring documentary materials, including federal records, helps to ensure that EPA's records make a smooth transition to their next custodian.
- Regina Conway is the Records Contact for Office X.
- Dexter Epstein is a Departing Employee from Office X.
Regina confirms with her Human Resources Contact that she is included on the distribution list for notification of upcoming departures of employees who are separating or transferring from EPA or transferring within EPA.
Regina contacts the Records Help Desk if she doesn't know her Human Resources Contact.
|Records Contact and Departing Employee:||
Regina and Dexter meet to review records responsibilities that apply to all employees at EPA.
Dexter identifies and transfers documentary materials from his personal workspace:
Regina checks back with Dexter to assist with questions that may have arisen. She verifies that all Agency-owned documentary materials have been identified and transferred and that the workspace has been emptied of personal papers.
Dexter has completed his records obligations. Dexter certifies that he has returned his records on the "Employee Separation or Transfer Checklist" (EPA Form 3110-1) provided by the Office of Administration and Resource Management.