Submitting a Request Using the OF-11
To retrieve records from FRC, you must submit a completed OF-11 to the Headquarters Records Officer or to the Records Liaison Officer in your program office. One of them will use the OF-11 to process your retrieval request via ARCIS. You must fill out a separate OF-11 for each file folder or box you request. If you have ARCIS access, you may make the request directly via computer.
You must include a caret (^) followed by your program's two-digit charge code encircled on the top right front of every request for Stratified Report Invoicing.
For emergency requests, the Headquarters Records Officer can coordinate retrieval of your records in as little as four hours, but you will be responsible for picking up your records from the FRC located in Suitland, MD. Please indicate "Urgent" on the OF-11 and submit it to the Headquarters Records Officer for processing.
|Completing Optional Form 11|
|Accession Number:||Type the CRN or transfer number from the appropriate SF‑135. The five numbers consists of the information in columns (a), (b) and (c) of Section 5 of the SF-135. A typical accession numbers might be 412-10‑1234.|
|Agency Box Number:||Type the number of the box containing the folder you wish to retrieve before the word "of." Type the number of the last box in the accession, given in Column (e) of the SF-135, after the word "of."|
|Records Center Location Number:||Enter the location numbers found in Column (j) of your SF-135. If your SF-135 does not have a location number use the CRN or the Transfer Number to retrieve records from the FRC, call the Headquarters Records Officer if you have any questions. The FRC stopped issuing location number in FY 2009.|
|Description of Record(s) or Information Requested:||To request a single file, check the appropriate box and give the exact title of the file. To request an entire box, check the appropriate box and enter the box number and the titles of the first and last folders in the box, e.g.: Box 1 (Folders 211-26 Cen-o-phen through 257-295-48989 Like Magic Spray Dis)|
|Remarks:||If you are requesting an individual folder, enter the following in the section titled "Remarks:" Do Not Send Entire Box
If you are requesting the entire box, enter the following in the section titled "Remarks:" Please Send Entire Box
To request records under the Freedom of Information Act, the Privacy Act or due to congressional interest, note that in the REMARKS section of the OF-11.
|Nature of Service:||To have the records sent to you, mark the box "Temporary Loan of Records". To view the records at FRC reading room, mark the box "Review." Coordinate withdrawing records permanently or obtaining copies of the records only through your RLO and the Headquarters Records Officer.|
|Name of Requester:||Enter the name of the Agency staff person in your program requesting the records.|
|Telephone Number:||Enter the telephone number of the Agency staff person requesting the records.|
|Name and Address of Agency:||Complete this section as follows:
ENVIRONMENTAL PROTECTION AGENCY (Your program's name, mail code, and room number) (Your building name) (Your complete address including ZIP code)
Always use the exact address for your particular office/building, including your ZIP code and room number. FRC returns records to the address listed on the OF-11 using United Parcel Service (UPS). UPS will deliver the records directly to your room. These are the only addresses that can be used when retrieving records via ARCIS.