United States
Environmental Protection
Agency
Information Resources
Management
(3404)
• EPA INFO ACCESS
EPA 220-N-95-005i
Issue Number 50
February 1995
FOURTH ANNIVERSARY, RECORDS MANAGEMENT ISSUE
Records Network Communications
ELECTRONIC RECORDS POLICY
by Michael L. Miller, Agency Records Officer
DEVELOPING ELECTRONIC
RECORDS POLICY AT EPA
The old saw in software design was
"Fast, cheap, good—pick two." The
same can probably be said for electronic
records policy (ERP) development. We
want good policy and budgets are tight,
so speed suffers. As a result, records
managers and program managers are
frustrated by what seems to be a lack of
progress in developing ERP for the
Agency. Why has it taken so long? In
this article I want to offer some of the
reasons I see for the slow progress, and
then turn to an update of where we are
on a number of initiatives.
COMPLICATING FACTORS
Anyone who has tried his or her hand
at policy writing in EPA knows that it
seems to take forever. EPA lives and
dies by consensus, and consensus is
sometimes hard to attain. Three issues
complicate the development of ERP.
First, the National Archives and
Records Administration (NARA) has
not issued final regulations on the
matter, so doing anything definitive is
risky at this point. Second, the area is
of much higher visibility than is
typical for records management issues.
The ERP issue of interest to most
people (outside of records managers)
is electronic mail policy, which is the
most controversial aspect of the
proposed Federal regulations. Many
managers leave the filing of paper
documents to their secretaries, but they
have to file their electronic documents
themselves. That gives the issue more
immediacy. Finally, unlike most
records management policy issues,
there are few recognized existing
models that we can turn to for
guidance.
CURRENT STATUS
Given all of this, where are we in
developing ERP? In short, we have
made a lot of progress. Table 1 on
page 3 provides an overview of the
initiatives underway. Top priorities for
FY95 include completion of Chapter
10, completion of the interim electronic
mail policy, and establishment of the
EPA Electronic Records Work Group.
If you would like more information on
any of these initiatives, please contact
Mike Miller at (202) 260-5911 or via
All-in-1 at Miller.Michael-OIRM. 4
3 DAYS ONLY
IN THIS ISSUE
PAGE 2
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HEADQUARTERS UPDATE
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TECHNOLOGY CORNER
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INFO ACCESS
FEBRUARY 1995
CONTRACT WITH AMERICA: COMMENTS ON
THE DRAFT "JOB CREATION AND WAGE ENHANCEMENT ACT"
Designed primarily to address the
capital gains tax and small business
incentives, the Contract with
America's proposed "Job Creation and
Wage Enhancement Act" includes
several provisions that if enacted, may
affect information resources
management (IRM) within EPA. While
some provisions mesh with current
records management (RM) and IRM
goals and initiatives, a few could
require additional resources.
During a recent review of the Act,
discussion centered on
telecommunications and the Internet,
the opportunities for public comment
and where those comments will be
kept, the strengthening of the
Paperwork Reduction Act (PRA), the
sharing of public information, and
proactive access.
With its focus on the use and
analysis of all available, relevant data
in new regulation risk assessment, the
Act may increase the importance of
managing data and information in a
more effective, integrated fashion. EPA
staff may be required to perform more
"data searches" using commercial and
public electronic resources, such as
Internet, to locate the full range of
available data. This could require
additional training and increase the
demands on telecommunication
services, library services, staff time,
and resources due to costs associated
with use of commercial information
resources.
Agencies are required by the Act to
establish and maintain a
"comprehensive" inventory of
information dissemination products. It
is unclear at this point whether the
Government Information Locator
Service (GILS) will be equivalent to
the inventory mentioned above, or a
subset of it.
The Office of Management and
Budget (OMB) will be pushing
agencies to use more electronic means
for information collection and
dissemination. While EPA is moving in
this direction, our progress may not be
rapid and comprehensive enough.
Currently, the Internet can be used to
find out about the Agency; before long,
users may expect direct access to
specific information via the Internet.
The requirement that each agency
must "develop an effective process to
permit elected officials...to provide
meaningful and timely input in the
INFO ACCESS
effective development of regulatory
proposals..." may lead EPA to expand
its use of electronic comments, online
conferencing, electronic mail,
teleconferencing, and Internet.
The Act's requirements to provide a
regulatory impact analysis and to
provide the public and other
stakeholders with more opportunities
for comment and consultation may
necessitate the creation of more
dockets. Another item with a possible
impact on dockets is found in the
reauthorization of the PRA. The Act
adds a stipulation requiring a 30-day
public comment period on information
collection requests (ICR).
These factors may require increased
resources to manage and provide
access to documents and records, and
may generate more comments than are
presently received. A formal docket
Contract continued on page 22
INFO ACCESS, a forum to provide information and report on progress in
information management across the Agency, is produced by the Information
Access Branch (IAB) of the Information Management and Services
Division (IMSD), Washington, DC, under the direction of -
Michael L. Miller, National Records Management Program Manager.
Please send comments and suggestions to: Susan Sallaway (contractor),
Network Coordinator, 3404, EPA National Records Management Program,
401 M Street, SW, Washington, DC 20460. Telephone: 202-260-5272.
Electronic mail: Sallaway.Susan.
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INFO ACCESS
FEBRUARY 1995
TABLE 1: ELECTRONIC RECORDS POLICY INITIATIVES
Project
Chapter 10 of IRM Manual
Goals/Objectives
Provides basis for considering electronic records
as Agency records.
Current Status
Undergoingtjreen Border Review.
Chapter S of Records Management Manual
Provides policy framework for managing
electronic records.
Basic study outlining policy requirements has
been completed. Next step is to form a work
group to revise the chapter.
Interim Electronic Mail Policy
Provides a comprehensive statement of current
policy bearing on the use of electronic mail.
Pending with the Office of General Counsel.
Records Disposition Schedules for Automated
Information Systems
Schedules have been drafted for all systems
appearing in the Agency's Information Systems
Inventory, plus others identified by other means.
Schedules are in various stages of review. As
schedules are approved, they will be distributed.
Electronic Data Interchange Policy
EDI policy will allow increased electronic
commerce. NRMP is actively participating in the
EDI work group to ensure that records
management requirements are included.
Work group is underway to address the issues.
Records Schedules for System Backups
Schedules have been drafted for system backups
and are being revised. They will be distributed
for informal comment before the end of March.
Schedules in draft.
Electronic Signature Policy
Policy for internal agency use of electronic
signatures is a cornerstone of electronic
commerce.
Policy has been approved.
Systems Life-Cycle Development Policy
NARA recommends that systems development
include attention to electronic records issues.
Basic policy includes electronic records along
with other issues. NRMP will work to see that
additional material is included in implementing
guidance.
EPA Electronic Records Work Group
The NRMP is planning to charter an electronic
records work group to address various policy
issues and draft Chapter 8 of the records
management manual.
Work group will be chartered following the
issuance of the interim electronic mail policy.
Interagency Electronic Records Work Group
The interagency work group is drafting a PIP
standard for a "record description record" which
would accompany all electronic records
throughout their life and identify them for
records management purposes.
Draft notice of proposed rulemaking is being
sent to the Federal Register for publication.
Electronic Filing and Recordkeeping Guidance
Will provide guidance on how to file and
manage electronic records in office automation
systems.
Will be addressed by the Electronic Records
Work Group.
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INFO ACCESS • FEBRUARY 1995
OSWER's FILE PLAN—LESSONS LEARNED
As many of you know, the National
Records Management Program (NRMP)
is collecting and studying file plans,
and is in the process of creating "model"
agency-wide plans. People are always
asking what it is like to actually
implement them, once they have been
developed.
This month, when the NRMP
received two of OSWER's file structure
and guidance manuals, we talked to
Bette Drury, (Contractor) in OSWER,
to find out the "Lessons Learned" by
OSWER during their major effort to
develop and implement File Plans in
their many offices. I'd like to share
some of her comments, because so
many of Bette's points apply to offices
throughout EPA, as the Agency
considers how to best comply with the
National Archives and Records
Administration (NARA) evaluations
and recommendations.
SS: Bette, it is easy to see that OSWER
has put a great deal of work and thought
into these file manuals. What advice do
you have for other programs and offices
that are about to embark on their own
projects?
BD: I think everyone involved learned
a great deal about records and "value
added" records management during this
process. Really, there are two processes:
one is development of a file structure
and writing the file manual; the other is
the implementation of the file plan. It is
very important for programs to be aware
of what is involved in both processes
before starting. It is also important to
obtain management support, work
closely with your program's Agency
Records Management Officer (RMO)
on an ongoing basis, and get the
National Records Management Program
overview.
SS: Let's talk about developing the file
structure and writing the file manual.
BD: In the past, the term "file plan"
meant a "list" of the file folder labels
which consisted of the subjects or topics
handled by a particular office. Now,
programs need more than just the old
file plan in new manila folders.
Programs want a new structure that they
can grow with into the 21st century.
This includes a description of the
contents of files and the EPA record
series. In order to comply with NARA's
recommendations, the file plan has to
include a file structure and guidance on
how to use it in the office...how to
separate the case files from the
technical reference files from the chron
or reading files. Therefore, preparing
the file manual is a much more
comprehensive output than preparing a
simple list.
OSWER developed a file structure
first. The file manual was written with
the structure to provide guidance on
how to handle particular files, and to
show how the file structure applies to
the office's actual files. OSWER also
used the manual to establish
recordkeeping requirements. All the
decisions were made under the
direction of OSWER's RMO, with
NRMP support and staff input.
SS: Do your manuals help you comply
with NARA regulations?
BD: By developing the file structure
and writing the guidance manual that
describes how OSWER staff are to use
the file structure, many of the NARA
regulations were met right off the bat.
A file plan was developed and
recordkeeping requirements were
established in the guidance sections of
the manuals. As a result, OSWER's
files are well organized.
SS: Why is the OSWER RMO and
NRMP input so helpful?
BD: Lisa Jenkins, OSWER's RMO,
and the NRMP staff have been
involved in other file plan development
and implementation projects. Lisa
offered a wealth of information and
depth of knowledge of the issues
involved, as well as guidance. NRMP
also provided support and reference
material for decision-making.
SS: What are some of the decisions
that programs need to consider?
BD: Programs and offices have to
make many decisions up front that are
difficult to resolve easily. Programs
need to decide if they will develop a
file structure and write a file manual by
themselves, (i.e., in-house), or obtain
contractor/outside help. They have to
consider the commitment of time and
resources (money, supplies, space)
involved. They should decide upon a
good key contact for each office.
Remember, even if you decide to
utilize contractor assistance, it will still
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INFO ACCESS • FEBRUARY 1995
involve a time commitment from
everyone in the office but especially
from the key contact.
SS: Why is this true...what are the key
contact's responsibilities?
BD: A good key contact in each office
is crucial for many reasons, but most
importantly for:
•» Championing the effort, providing
motivation and incentives, selling
the benefits of the project to
management and to the staff, and
keeping people involved.
* Developing a timeline for what,
where, and when each step of the
process is to be completed, and
assisting, where possible, to meet
the deadlines.
* Arranging office staff interviews
and surveys.
* Obtaining the review approvals of
what has been created, (the file
structure, the file manual, the
implementation).
SS: Anything else that we should know
about file plan manuals?
BD: Developing a manual produces an
output that takes time to accomplish. It
will also take involvement of
management and hopefully, staff buy-
in or at least agreement to comply.
Bottom line, the results of the output
will be very worthwhile in the long
run.
A file plan is a "living" document. It
should be flexible enough to be
changed and improved at the same
pace as the practices in the office are
improved, and as record series used in
the office change. The file plan should
be issued in a looseleaf or spiral binder,
with numbered pages that can be
updated easily. Most offices should
review their file plans every fiscal year
to make sure the file structure and
record series are current to reflect their
office's needs. Also, since this
When developing office file
plans, think big, (e.g., at the
Regional or Division level) for
uniformity and consistency.
'Then, when doing the
implementation, think small,
in bite-size chunks,
milestones, department by
department or office by
office-each implementing the
same plan. Share the results,
problems and issues and
learn from each other.
document is intended to be revised,
there should be serious consideration
of the implications involved (i.e., with
FOIA requests) before deciding
whether to make the file manual a
"directive."
SS: What are the key issues in the
implementation of the file plan
process?
BD: Many departments of the EPA
have not been able to manage their
records as well as they might have
liked in the past, so it is important to
understand that implementation of a
file plan is not accomplished overnight.
The key issues of the
implementation should be decided
upon when the file manual is being
developed. The more complex the
structure of an office, the longer the
implementation will take.
Implementation means organizing
unorganized material. In many cases,
programs will be classifying records
for the first time, refoldering,
relabeling, etc. Setting up files takes a
long time...longer than you may think.
SS: What factors apply when
estimating how long to expect that the
implementation part may take?
BD: A large number of records, highly
complex records, many different
records series, many disorganized
individual offices or common office
areas...any of these factors would make
the implementation process longer.
However, this is not just an exercise.
Everyone in EPA must acknowledge
this and understand up front that
organizing the Agency's records is an
ongoing process. Accept this process as
a cost of work; know that it will take
people away from their program
functions at times throughout the
process, and will require a continued
staff commitment. Realize, too, that the
benefits are great. In addition to saving
money in the long run, once organized,
information is easier to find,
recordkeeping will comply with the
law, and everyone will work more
efficiently and effectively.
Sherry Smith, (contractor), made a
good analogy the other day. Everyone
Lessons Learned continued on page 18
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INFO ACCESS
FEBRUARY 1995
U.S. ENVIRONMENTAL PROTECTION AGENCY, RECORDS MANAGEMENT CONTACTS—FEBRUARY 1995
* = Contractors
Anyone with changes or corrections to the list should contact
Dozina Taylor* at (202) 260-5926, Dmail: Taylor.Dozina, Mail Code: 3404
Agency-wide Contacts
^ Michael Miller, Agency Records Officer, National Records
Management Program, (202) 260-5911; 3404; Dmail:
Miller.Michael-OIRM
^ Harold Webster, Headquarters Records Officer,
(202) 260-5912; 3404; Dmail: Webster.Harold
^ Manker R. Harris*, Senior Regional Contract Director,
(202) 260-5930; 3404; Dmail: Harris.Manker
^ Sandy York*, Headquarters Records Management Support
(303) 840-0464; Fax: (303) 840-0489; Dmail: York.Sandy
^ Susan Sallaway*, Headquarters, Records Management Support,
(202) 260-5272; Fax: (202) 260-5153; 3404; Dmail:
Sallaway.Susan
"^ Dozina Taylor*, Information Specialist/Records Support,
(202) 260-5926; 3404; Dmail: Taylor.Dozina
* John Hoppe*, Library Aide/RM Support; (202) 260-5272; 3404
Headquarters Contacts
EPA Headquarters
401 M Street, SW, Washington, DC 20460
Office of the Administrator
e. Principal Contact: Hsiu-Mei Hung; (202) 260-8802;
Fax: (202) 260-4474; 1104; Dmail: Hung.Hsiu-Mei
Frank Rusincovitch; (202) 260-4070; Fax: (202) 260-4474; 1104;
Dmail: Rusincovitch.F
^ Office of the Deputy Administrator—Records are managed by
the office of Executive Secretariat (see below)
^ Immediate Office: Elizabeth Wonkovich; (202) 260-7960;
Fax: (202) 260-3684; 1101; Dmail: Wonkovich.Elizabeth
"" Environmental Appeals Board: Eureka Stubbs; (202) 501-7060;
Fax: (202) 501-7580; 1103B
Alternate Contact: Brenda Selden; (202) 501-7060;
Fax: (202) 501-7580
*• Office of the Administrative Law Judges: Bessie L. Hammiel;
(202) 260-4865; Fax: (202) 260-3720; 1900;
Alternate Contact: Carlita Davis; (202) 260-4865;
Fax: (202) 260-3720
**• Pollution Prevention Policy Staff: Claudette Campbell; (202)
260-8624; Fax: (202) 260-8511; 1102; Dmail: Campbell.Claudette
"» Office of Civil Rights: Betty L. Harderman; (202) 260-4564;
Fax: (202) 260-4580; 1201
Alternate Contact: Patricia Wade; (202) 260^576;
Fax: (202) 260-4580
** Office of Small & Disadvantaged Business Utilization:
Ruth Choate; (703) 305-6435; 1230C
Alternate Contact: Denean Jones; (703) 305-6435
*» Science Advisory Board: Janice M. Cuevas; (202) 260-8414;
Fax: (202) 260-1889; 1400; Dmail: Cuevas.Janice
Alternate Contact: Stephanie Sanzone; (202) 260-6552
Fax: (202) 260-7118; Dmail: Sanzone.Stephanie
^ Office of Cooperative Environmental Management:
Jannell Young; (202) 260-6891; Fax: (202) 260-6882; 1601F
Alternate Contact: Robert L. Hardaker, (202) 260-6883;
Fax: (202) 260-6882
^ Office of Executive Support: Pat Pender; (202) 260-4057;
Fax: (202) 260-4474; 1104
Lori Wynne*; (202) 260-8557
*• Office for Regional Operations & State and Local Relations:
Fredella Baylor; (202) 260-3941; Fax: (202) 260-2159; 1501;
Dmail: Baylor.Fredella
Alternate Contact: Anna M. Raymond; (202) 260-4719;
Fax: (202) 260-2159; Dmail: Raymond.Anna
^ Office of Communications Education & Public Affairs:
Sheri Jojokian; (202) 260-5283; 1701
Alternate Contact: Tanya Meekins; (202) 260^355
% Office of Congressional & Legislative Affairs:
Ettrina Vanzego; (202) 260-5665; Fax: (202) 260-8866; 1301;
Dmail: Vanzego.Ettrina
Alternate Contact: Joan Flatten; (202) 260-5420;
Fax: (202) 260-8866; Dmail: Platten.Joan
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INFO ACCESS
FEBRUARY 1995
U.S. ENVIRONMENTAL PROTECTION AGENCY, RECORDS MANAGEMENT CONTACTS—FEBRUARY 1995
* Office of Executive Secretariat: Janice Poole; (202) 260-1062;
1105; Dmail: Poole.Janice
Alternate Contact: Jeralene Green; (202) 260^048;
Fax:(202)260-0295; 1108
Office of Administration and Resources
Managment
©> Principal Contact: Jim Baca; (202) 260-1100; 3102;
Dmail: Baca.James
Alternate Contact: Kathleen Herrin; (202) 260-5884; 3102;
Dmail: Herrin.Kathy
Vicki Betton*; (202) 260-4090; Fax: (202) 260-9887; 3102;
Dmail: Betton.Vicki
* AA's Office: Pat Johnson; (202) 260-5758; 3101;
Dmail: Johnson.Patricia
^ Environmental Justice: Delta Pereira; (202) 260-3565;
Fax: (202) 260-0852; 3103
«* Office of Administration: Becky Vidi; (202) 260-8400;
Fax: (202) 260-8408; 3201
Management & Organization Division: Sonia Carasco-Ruiz;
(202) 260-5017; Fax: (202) 260-4997; 3203; Dmail: Ruiz.Sonia
History Program: Kathy Kelly*; (202) 260-2675;
Fax: (202) 260-9473; 3203; Dmail: Kelly.Kathy
^ Office of Grants & Debarment Grants:
Frank Dawkins; (202) 260-8025; Fax: (202) 260-1197; 3903F;
Dmail: Dawkins.Frank
*• Office of the Comptroller: Arlene Bragg; (202) 260-4520; 3301;
Dmail: Bragg.Arlene
^ Office of Human Resources Management: Amy Kearns;
(202) 260-3356; 3610; Dmail: Kearns.Amy
^ Offices of Information Resources Management: Joni Boyer
(202) 260-2376; 3401; Dmail: Boyer.Joni
Office of Enforcement and Compliance Assurance
e. Principal Contact: Pat Miller; (202) 260-2350;
Fax: (202) 260-3129; 2221
JaneOdom*; (202) 260-7864; Fax: (202) 260-3129; 2221;
Dmail: Odom.Jane
% Office of AA/Admin. and Resources Mgmt. Support Staff
Office: Justina Fugh; (202) 260-1149; 2211
^ Office of Compliance: Roberta Miller; (202) 564-4116;
Fax: (202) 260-0030; 2222A
*> Office of Criminal Enforcement: Jonathan Cole; (202) 260-8781;
2231
**" Enforcement Capacity and Outreach Office: Anne Lassiter;
(202) 260-8307; 2221
" Office of Federal Activities: Anne N. Miller; (202) 260-5071;
2253
^ Federal Facilities Enforcement Office: Craig Hooks;
(202) 260-1143; 2211
** Office of Site Remediation Enforcement: David Chamberlin;
(202) 260-4814; 5501
^ Office of Regulatory Enforcement: Ginah Mortensen,
(202) 564-8293; MC-2241A
Office of General Counsel
e> Principal Contact: Jacqueline G. Brown;
(202) 260-4308; 2312
Paul Frazier; (202) 260-8052; 2310; Dmail: Frazier.Paul
Office for Policy, Planning and Evaluation
e> Principal Contact AA's Office: Patricia A. Lyttle;
(202) 260-4339; Fax: (202) 260-8688; 2111;
Dmail: Lyttle.Patricia
^ Program Admin & Resources Management Staff:
Claudia Payne; (202) 260^339; 2111
^ Office of Strategic Planning & Environmental Data:
Joyce Morrison; (202) 260^028; Fax: (202) 260-0275; 2161
^ Office of Policy Analysis: Claudia Huntley; (202) 260-4034;
Fax: (202) 260-0780; 2121
*• Office of Regulatory Management and Evaluation:
Barbara Willis; (202) 260-4001; Fax: (202) 260-0513; 2131;
Dmail: Willis.Barbara
^ Strategic Planning & Management Division: Kavonda Ramsey;
(202) 260-4226; 2162
"*- Environmental Statistics & Management Division:
Patricia Wilkinson; (202) 260-2679; 2163
Office of the Inspector General
B. Principal Contact: Kennetta Calloway; (202) 260-7333;
Fax: (202) 260-6976; 2410; Dmail: Calloway.Kennetta
Alternate Contact: Jacqueline Poole; (202) 260-8376; 2410
Office of International Activities
e> Principal Contact: Carrie Pope; (202) 260-4304;
Fax: (202) 260-9653; 2610
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INFO ACCESS
FEBRUARY 1995
U.S. ENVIRONMENTAL PROTECTION AGENCY, RECORDS MANAGEMENT CONTACTS—FEBRUARY 1995
Office of Water
©> Principal Contact: Lashan Knolton; (202) 260-3881;
Fax: (202) 260-5711; 4102
*• Alternate and Docket Contact: Gloria Posey; (202) 260-0173;
Fax: (202) 260-5711; 4102; Dmail: Posey.Gloria
Colleen Campbell*; (202) 260-3027; Fax: (202) 260-0386; 4101;
Dmail: Campbell.Colleen
^ Office of Ground Water & Drinking Water: Peggy Moran;
(202) 260-2436; 4601; Dmail: Moran.Peggy
% Office of Science and Technology: Mary Platt; (202) 260-5392;
Fax: (202) 260-5394; 4301; Dmail: Platt.Mary
% Office of Water Enforcement and Compliance: Judy Beale;
(202) 260-5801; Fax: (202) 260-1156; 4201
^ Office of Wetlands, Oceans and Watersheds: Patricia Wilkins;
(202) 260-7045; 4501F; Dmail: Wilkins.Patricia
Office of Solid Waste and Emergency Response
Principal Contact: Lisa Tracy Jenkins; (202) 260-7951;
Fax: (202) 260-6754; 5103; Dmail: Jenkins.Lisa
BettcDrury*; (202) 260-6767; 5103; Dmail: Dairy.Bette
** Chemical Emergency Preparedness & Prevention Office:
Brenda Kenny; (202) 260-7848; 5101; Dmail: Kenny.Brenda
% Technology Information Office: Naomie Smith; (703) 308-8848;
5102W
^ Office of Emergency and Remedial Response:
^ Office of Program Mgt. and Docket Contact: Walter Johnson;
(703) 603-9089; Fax: (703) 603-9133; 5201G
Emergency Response Division: Gil Laskowski; (703) 603-8719;
5202G
Hazardous Site Control Division: George Alderson;
(703) 603-8746; 5203G
Hazardous Site Evaluation Division: Mary Jourdan;
(703) 603-8839; 5204G
^ Office of Solid Waste and RCRA Docket: Barbara Roth;
(202) 260-2858; 5305; Dmail:Roth.B
Communications, Analysis & Budget Division: Sheretta Dixon;
(202) 260-3732; 5305
Municipal & Industrial: Denise Roy; (202) 260-9872; 5306
Waste Management Division: Georgene Boiling;
(703) 308-8414; 5302W
Permits & St. Program Division: Adelle Farmer;
(703) 308-8404; 5303W
Characterization & Assessment Division: Brenda Marshall;
(202) 260-4637; 5304
% Office of Underground Storage Tanks:
Policy & Standards Division/Implementation Division and
Docket contact: Shonee Clark; (703) 308-8895; 5401W
Deborah Rutherford; (703) 308-8864; 5401W
Office of Air and Radiation
e> Principal Contact for AA's Office, OPMO, and Air
Docket: Dawn Roddy; (202) 260-4993; Fax: (202) 260-8509;
6102; Dmail: Roddy.Dawn
';i Air and Radiation Docket/and Information Center:
Joseph Moeltner*; (202) 260-3036; Fax: (202) 260^400; 6102;
Dmail: Moeltner.Joseph
^ Office of Atmospheric and Indoor Air Programs:
Liz Bailey; (202) 260-9072; Fax: (202) 233-9586; 6202J;
Dmail: Bailey.Liz
^ Office of Air Quality Planning & Standards, RTP:
Cynthia Fox; (919) 629-5620; Fax: (919) 541-2464; MD-11;
Dmail: Fox.Cynthia
**" Office of Mobile Sources: Deborah Seal; (202) 260-3146; 6401;
Dmail: Seal.Deborah
Field Operation & Support Division: Tracy Wolrmack;
(202) 233-9037; Fax: (202) 233-9556; 6406J
Joann Scriver; (202) 233-9413; Fax: (202) 233-9556; 6406J
^ Office of Radiation and Indoor Air: Gina Costantino;
(202) 233-9355; Fax: (202) 233-9650; 6601J
Dmail: Costantino.Gina
Office of Prevention, Pesticides and Toxic
Substances
e> Principal Contact: Thomas Hooven; (202) 260-2906; 7104;
Dmail: Hooven .Tom
"" AA's Office (and OPMO): Alice Greene; (202) 260-2906; 7101;
Dmail: Greene.Alice
**• Office of Compliance Monitoring Principal Contact:
Robert Zisa; (703) 308-8400; 7204; Dmail: Zisa.Robert
Alternate Contact: Connie McClain; (202) 260-7794; 7501C;
Dmail: McClain.Connie
*" Office of Pesticide Programs Principal Contact: Kris Pappajohn;
(703) 305-5316; 7502C; Fax: (703) 305-7670;
Dmail: Pappajohn.Kris
Alternate Contact: Clare Grubbs; (703) 305-7460; 7501C
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INFO ACCESS
FEBRUARY 1995
U.S. ENVIRONMENTAL PROTECTION AGENCY, RECORDS MANAGEMENT CONTACTS—FEBRUARY 1995
Office of the Director: Juanita Cherry; (703) 305-7090; 7501C
Biological and Economic Analysis Division: Dot Cook;
(703) 308-8106 7503W; Dmail: Cook.Dorothy
Program Management & Support Division: Diane Johnson;
(703) 305-6925; 7502C; Dmail: Johnson.Diane
Policy and Special Projects Section: Karlene Thomas;
(703) 308-3275; 7501C
Registration Division: Summer Gardner; (703) 308-8361; 7505W
Juanita Gilchrist; (703) 305-6965; 7505C; Dmail: Gilchrist.Juanita
Biopesticide Pollution Prevention Division: Milwena Brown;
(703) 308-8712; 7501W
Field Operations Division: Michael Hardy; (703) 305-5781;
7506C
Special Review and Reregistration Division: Dee Henderson;
(703) 308-8167; 7508W
Environmental Fate and Effects: Mary Hood; (703) 305-5499;
7507C
Rose Kearns; (703) 305-7402; 7507C
Health Effects Division: Judy Vogt; (703) 305-6559; 7509C;
Dmail: Vogt.Judy
Pesticides Docket: Calvin Furlow; (703) 305-5454;
Fax: (703) 305-5884; 7506C; Dmail: Furlow.Calvin
Vanessa Porter*; (703) 305-5085; 7506C; Dmail: Porter.Vanessa
Office of Pollution Prevention & Toxics Principal Contact:
George Bonina; (202) 260-3759; Fax: (202) 260-1657; 7407;
Dmail: Bonina.George
Alternate Contact (and Docket Contact): Anthony Cheatham;
(202) 260-1553; Fax: (202) 260-9555; 7407;
Dmail: Cheatham.Tony
Jan Peck; (202) 260-1841; Fax: (202) 260 -1764; 7401
Information Management Division (and Docket contact):
Nancy Vogel (202) 260-4183; Fax: (202) 260-9555; 7407; Dmail:
Vogel.Nancy
Julie Lovitt*; (202) 260-1443; 7407
Economics Exposure & Technology Division: Nancy Kawtoski;
(202) 260-1731; 7406
Chemical Control Division: Kathy Calvo; (202) 260-6229; 7405;
Dmail: Calvo.Kathy
Office of Program Management & Evaluation: Joe Powers;
(202) 260-1761; Fax: (202) 260-1764; 7401;
Dmail: Powers.Joseph
Office of Research and Development
«s> Principal Contact: Cynthyd Holley; (202) 260-7477;
Fax: (202) 260-2242; 8102; Dmail: Holley.Cynthya
Immediate Office: Michael Dantzler; (202) 260-7673; 8101
^ Office of Science, Planning, & Regulatory Support:
Ruth Partridge; (202) 260-7891; 8105; Dmail: Partridge.Ruth
* Office of Exploratory Research: Linda Bishop; (202) 260-7663;
8701; Dmail: Bishop.Linda
*• Office of Health Research: Pamela Pentz; (202) 260-5936; 8501;
Dmail: Pentz.Pamela
^ Office of Environmental Engineering & Technology:
Monica Brooks (202) 260-2580; 8301; Dmail: Brooks.Monica
^ Risk Assessment Forum: Pamela Bassford; (202) 260-6743;
8101; Dmail: Bassford.Pamela
*• Office of Environmental Processes & Effects Research:
Diane Hasten; (202) 260-5962; 8401; Dmail: Haston.Diane
'•-• Office of Health and Environmental Assessment
Demonstration: Scottie Schaeffer; (202) 260-7339; 8601;
Dmail: Schaeffer.Scottie
^ Office of Modeling, Monitoring Systems, and Quality
Assurance: Betty Maisonneuve; (202) 260-5781; 8201;
Dmail: Maisonneuve.Betty
Regional Contacts
Region 1
JFK Federal Building, Boston, MA 02203
e> Regional Records Officer: Margo Palmer; (617) 565-1495;
Fax: (617) 565-3346; PMD/PIM/PIR; Dmail: Palmer.Margo
**" Regional Records Management Coordinator: Barbara
Callahan*; (617) 565^1905; Fax: (617) 565-3346; Dmail:
Callahan.Barbara
^ Superfund Records Center Coordinator/Remedial AR
Coordinator: Peggy Meehan; (617) 573-9647;
Fax: (617) 573-9662; HES-CAN6; Dmail: Meehan.Margaret
** Superfund Removal AR Coordinator: Vivian Coughlin;
(617) 860-4367; Fax: (617) 860-4644; Dmail: Coughlin. Vivian;
60 Westview St., Lexington, MA 02173
^ Superfund Records Center Manager: Jim Kyed*;
(617) 573-9656; Fax: (617) 573-9662; HES-CAN6;
Dmail: Kyed. James
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INFO ACCESS
FEBRUARY 1995
U.S. ENVIRONMENTAL PROTECTION AGENCY, RECORDS MANAGEMENT CONTACTS—FEBRUARY 1995
^ RCRA Records Manager: Robin Biscaia; (617) 573-5754;
Fax: (617) 573-9662; HRW-CAN3; Dmail: Biscaia.Robin;
90 Canal St., Boston, MA 02114
^ RCRA Records Center Manager: Ellen Culhane*;
(617) 573-9673; Fax: (617) 573-9662; HRC-CAN7;
Dmail: Culhane.Ellen; 90 Canal St., Boston, MA 02114
Region 2
26 Federal Plaza, New York NY 10278
^ RCRA RMO: Joseph Clore; (212) 264-5354;
Fax: (212) 264-6155; Dmail: Clore.Joseph
% Office of Records Administration: Cynthia Psoras;
(212) 264-6139; Dmail: Psoras.Cynthia
**• Superfund Records Manager/Remedial AR Coordinator:
Jennie Delcimento; (212) 264-8676; Fax: (212) 264-7611;
Dmail: Delcimento.Jennie
^ Removal AR Coordinator: Lisa Guarneiri (908) 906-6180; 2890
Woodbridge Ave., Raritan Depot - Bldg. 209, Edison NJ 08837;
Norm Vogelsgang; (908) 906-4346
^ Archiving and Disposal: Maria Mendoza; (212) 264-6778;
Fax: (212) 264-5433
<»> Water: Ari Harris; (212) 264-4707; Fax: (212) 264-9597
Region 3
841 Chestnut Street, Philadelphia, PA 19107
& Regional Records Officer: Barbara Brown (215) 597-0580;
Fax: (215) 597-1106; 3PM51; Dmail: Brown.BarbaraJ
"^ Superfund Records Manager/Remedial AR Coordinator:
Anna M. Butch; (215) 597-3037; Fax: (215) 597-9890; 3HW16;
Dmail: Butch.Anna
^ Superfund Removal AR Coordinator: Joanne MacDonald
(Acting) (215) 597-6680; Fax: (215) 597-8138
^ AR Enforcement Removal: Lois Lauria; (215) 597-6686;
Fax: (215) 597-8138; Dmail: Lauria.Lois
^ RCRA Records Manager: Maureen Zacharias; (215) 597-2842;
Fax: (215) 580-2013; Dmail: Zacharias.Maureen
^ ESD/EMSB/AOF: Betty Jeffery; (410) 224-0907;
Fax: (410) 224-0947; Dmail: Jeffery.Bettyann; 2530 Riva Road,
Suite 300, 3ES-13, Annapolis, MD 21401;
Region 4
345 Courtland St, NE, Atlanta, GA 30365
e> Chief, Information Services: Rebecca Kemp; (404) 347-
3555 ext. 6009; Fax: (404) 347-2136; Dmail: Kemp.Rebecca
*• Regional Records Officer: Jim Whittington; (404) 347-3555 ext.
6004; Fax: (404) 347-2136; Dmail: Whittington.Jim
*• Head Librarian/Coordinator: Joanne Tobin*; (404) 347-2401
ext. 4309; Fax: (404) 347-7903
% Regional Records Program Records Manager: Rosa Dickens*;
(404) 347-2401 ext. 4324; Fax: (404) 347-7903;
Dmail: Dickens.Rosa
*• Superfund Records Management Coordinator/AR
Coordinator: Debbie Jourdan; (404) 347-5059 ext. 6217;
Fax: (404) 347-7818; Dmail: Jourdan.Debbie
Harold Key; (404) 347-5059 ext. 6215; Fax: (404) 347-7818;
Dmail: Key.Harold
% Superfund Records Center Manager: Vacant*; (404) 347-2391
ext. 4313; Fax: (404) 347-7903
^ RCRA Records: Beverly Williams; (404) 347-3555 ext. 6354;
Fax: (404) 347-5205; Dmail: Williams.Beverly
^ RCRA Records Manager: Gussie Lofton*; (404) 347-3555 ext.
6038; Fax: (404) 347-7903; Dmail: Lofton.Gussie
** Superfund Cost Recovery Records Manager: Kerry Hourihan*;
(404) 347-2401 ext. 4317; Fax: (404) 347-7903;
Dmail: Hourihan.Kerry
*> Office of Regional Counsel Library: Patricia Strougal*;
(404) 347-2335 ext. 2133; Fax: (404) 347-5246;
Dmail: Strougal.Patricia
Region 5
77 West Jackson Boulevard, Chicago, IL 60604
«s> Regional Records Officer: Lynn Calvin; (312) 886-1305;
Fax: (312) 886-1515; MIS-13J; Dmail: Calvin.Lynn
Gerry Hegel*; (312) 353-1481; Fax: (312) 886-1515; PL-12J;
Dmail: Hegel.Gerry
**• Waste Management Division Records Manager/AR
Coordinator: Janet Pfundheller; (312) 353-5821;
Fax: (312) 353-6775; HM-7J; Dmail: Pfundheller.Janet
*> Superfund Records Center: Lorraine Kos*; (312) 886-0911;
Fax: (312) 353-6775; HM-7J; Dmail: Koz.Lorraine
" RCRA Records: Sharon Kiddon; (312) 886-6173;
Fax: (312) 353-6519; HRM-7J; WMD/RCRA/IMS;
Dmail: Kiddon.Sharon
^ Air and Radiation Division: George Hurt; (312) 886-6822;
Fax: (312) 353-8289; AE-17J; Dmail: Hurt.George
<"> Water Division: John Bernstein; (312) 886-7678;
Fax: (312) 886-7804; WQP-16J; Dmail: Bernstein.John
** Regional Counsel: MaryAnn Starus; (312) 886-7938;
Fax: (312) 886-0747; C-29A; Dmail: Starus.MaryAnn
ET
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INFO ACCESS
FEBRUARY 1995
U.S. ENVIRONMENTAL PROTECTION AGENCY, RECORDS MANAGEMENT CONTACTS—FEBRUARY 1995
Region 6
1445 Ross Avenue, Suite 1200, Dallas, TX 75202
e> Regional Records Officer: Nancy Yarberry; (214) 665-
6537; Fax: (214) 665-2152; 6M-AI; Dmail: Yarberry.Nancy
Howard McCartney*; (214) 665-8335; Fax: (214) 665-2146;
6M-AI; Dmail: McCartney.Howard
^ Superfund RMO (Acting): Verne McFarland; (214) 665-6617;
Fax: (214) 665-6660; 6H-MC; Dmail: McFarland.Verne
Steve Wyman*; (214) 665-7450; Fax: (214) 665-2146; 6H-MC;
Dmail: Wyman.Steve
^ Remedial AR Coordinator: Mava Elliott; (214) 665-6484;
Fax: (214) 665-6460; Dmail; Elliott.Mava
^ Removal AR Coordinator: Carolyn Hansen; (214) 665-2265
* RCRA RMO: Pat Nelson; (214) 665-6750; Fax: (214) 665-6762;
6H-HI; Dmail: Nelson.Pat
Dorothy Garrett*; (214) 665-6732; Fax: (214) 665-2146; 6H-HI;
Dmail: Garrett.Dorothy
^ Air, Pesticides and Toxics Division Coordinator: Kathy Ballard;
(214) 665-7207; Fax: (214) 665-7263; 6T
Anthony Lyles*; (214) 665-8014; Fax: (214) 665-2146
^ Management/Program Planning RMO: Nancy Yarberry;
(214) 665-6537; Fax: (214) 665-2152; 6M-AI;
Dmail: Yarberry.Nancy
Elizabeth Clark*; (214) 665-6532; Fax: (214) 665-2146; 6M-AI
^ Environmental Services Coordinator: Bonnie King;
(214) 665-2215; Fax: (214) 665-7446; 6E
Robert Wilson*; (214) 665-8379; Fax: (214) 665-2146; 6M-AI
*• Water RMO: Jo Taylor; (214) 665-6498; Fax: (214) 665-6490
6WEA; Dmail: Taylor. VJ
Chiquita Taylor*; (214) 665-6634; Fax: (214) 665-2146; 6M-AI
*> Regional Counsel RMO: Greg Richardson*; (214) 665-2286;
Fax: (214) 665-2146; 6M-AI
Region 7
726 Minnesota Avenue, Kansas City, KS 66101
43. Regional Records Officer: Carol Brakeall; (913) 551-7527;
Fax: (913) 551-7467; PLMG/INFO/INSV; Dmail: Brakeall.Carol
^ Regional Records Center Records Management Officer:
Patricia Jones; (913) 551-7238; Fax: (913) 551-7467;
Dmail: Jones.Pat
^ Records Center Manager: Abby Tilford*; (913) 551-7156;
Fax:(913)551-7467
*> Superfund Records Management Officer/Remedial AR
Coordinator: Barry Thierer; (913) 551-7515; Fax: (913)551-
7063; IRMS; Dmail: Thierer.Barry
% Waste Management Records Manager (Superfund & RCRA):
Sherry Hays*; (913) 551-7586; Fax: (913) 551-7063;
Dmail: Hays.Sherry
^ RCRA Records Management Officer: Jennifer Anderson;
(913) 551-7644; Fax: (913) 551-7063; Dmail: Anderson.Jennifer
**• Removal Records Manager/AR Coordinator: Teri Hankins;
(913) 551-5151; Fax: (913) 551-5218; Dmail: Hankins.Tereasa;
25 Funston Rd., Kansas City, KS 66115
Lynette Motley; (913) 551-5104; Fax: (913) 551-5218;
Dmail: Motley.Lynette
^ Cost Recovery Records Management Officer: Bea Sanders;
(913) 551-7911; Fax: (913) 551-7579; Dmail: Sanders.Bea
% Cost Recovery Manager: Ron Jarman*; (913) 551-7091;
Fax: (913) 551-7579; Dmail: Jarman.Ron
^ ENSV Records Manager: Bonita Lewis; (913) 551-5255;
Fax: (913) 551-5218; Dmail: Lewis.Bonita; 25 Funston Rd.,
Kansas City, KS 66115
Region 8
999 18th Street, Suite 500, Denver, CO 80202-2405
©> Regional Records Officer: Jackie Rivera; (303) 293-1448;
Fax: (303) 294-7537; 8PM-IM; Dmail: Rivera.Jackie
** Superfund Records Management/Remedial AR Coordinator:
Carole S. Macy; (303) 294-7038; Fax: (303) 293-1238;
8HWM-SR; Dmail: Macy.Carole
^ Superfund Records Management/Removal AR Coordinator:
Tina Artemis; (303) 294-7039; Fax: (303) 294-1647; 8HWM-ER;
Dmail: Artemis.Tina
Cindy Osborne*; (303) 391-6767; Fax: (303) 293-0943;
8HWM-SR; Dmail: Osborne.Cynthis
•*• RCRA Records Center: Roland Lech; (303) 293-1516;
Fax: (303) 293-1647
Gail Snow*; (303) 293-1226; Fax: (303) 293-0943; 8HWMD;
Dmail: Snow.Gail
Region 9
75 Hawthorne Street, San Francisco, CA 94105
e> Regional Records Officer: Yvonne Pederson; (415) 744-
1519; Fax: (415) 744-1474; P-5-3; Dmail: Pederson.Yvonne
*> Superfund Records Manager/Remedial AR Coordinator:
Elaine Chan; (415) 744-2380; Fax: (415) 744-1916; H-7-4;
Dmail: Chan.Elaine
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INFO ACCESS
FEBRUARY 1995
U.S. ENVIRONMENTAL PROTECTION AGENCY, RECORDS MANAGEMENT CONTACTS—FEBRUARY 1995
*• Superfund Removal AR Coordinator: Sandy Farber;
(415) 744-2303; Fax: (415) 744-1916; Dmail: Farber.Sandra
^ Superfund Cost Recovery: Sharon Johnson; (415) 744-2381;
Fax: (415) 744-1916; H-7^; Dmail: Johnson.Sharon
David Wood; (415) 744-1747; Fax: (415) 744-1678; P-4-2;
Dmail: Wood.David
^ Superfund Records Center Manager: Diane White*;
(415) 744-2166; Fax: (415) 744-1916; H-7^t;
Dmail: White.Diane
* RCRA Records, Part A: Bess Gordon-Morgan; (415) 744-2042;
Fax: (415) 744-1044; H-3-4; Dmail: Gordon-Morgan.Bess
*• RCRA Records, Part B: Vern Christiansen; (415) 744-2422;
Fax: (415) 744-1044; H-3-2; Dmail: Christianson.Vern
Region 10
1200 Sixth Avenue, Seattle, WA 98101
e> Regional Records Officer: Charissa Smith; (206) 553-
1605; Fax: (206) 553-8509; Dmail: Smith.Charissa
^ Regional Records Coordinator: Julienne Sears; (206) 553-2969;
Fax: (206) 553-8509; Dmail: Sears.Julienne
KateBrowder*; (206) 553-4480; Fax: (206) 553-0124;
Dmail: Browder.Kate
^ Superfund Records Manager/AR Coordinator—Remedial &
Removal: Lynn Williams; (206) 553-2121; Fax: (206) 553-0124;
HW-113; Dmail: Williams.Lynn
Kathe Rutsala*; (206) 553-4817; Fax: (206) 553-0124; HW-113;
Dmail: Rutsala.Kathe
^ RCRA Records: Mike Slater; (206) 553-0455;
Fax: (206) 553-8509; Dmail: Slater.Mike
Margaret Hughes*; (206) 553-6687; Fax: (206) 553-8509;
HW-105; Dmail: Hughes.Margaret
laboratory and Field Office Contacts
New England Regional Laboratory
60 Westview Street, Lexington, MA 02173
e> Laboratory Records Manager: Vivian Coughlin;
(617) 860-4367; Fax: (617) 860-4644; Dmail: Coughlin.Vivian
Lyn McCoy*; (617) 860-4600; Fax: (617) 860-4397;
Dmail: McCoy.Lyn
Ed Schildhauer; (617) 860-4600; Fax: (617) 860-4397;
Dmail: Schildhauer.Ed
Environmental Research Laboratory/ORD
27 Tarzwell Drive, Narragansett, Rl 02882
©> Records Support: Neil Lackie; (401) 782-3119;
Fax: (401) 782-3030; Dmail: Lackie.Neil
Central Regional Laboratory
839 Bestgate Road, Annapolis, MD 21401
©> Laboratory Records Officer: Dan Donnelly; (410) 573-
2631; Fax: (410) 573-2698; Dmail: Donnelly.Dan
^ Quality Assurance Branch: Annette Lage; (410) 573-6843;
Fax: (410) 573-6888; 201 Defense Highway, Suite 200, Annapolis,
MD 21401
Health Effects Research Laboratory/ORD
ERC, RM C-200, Research Triangle Park, NC 27711
©> Technical Information Manager: Jerry Gerding; (919)
541-5157; Fax: (919) 541-5394; MD-70; Dmail: Gerding.Jerry
Environmental Criteria & Assessment Office (ECAO)
Research Triangle Park, NC 27711
e> Laboratory Records Manager: Diane Ray; (919) 541-3637;
Fax: (919) 541-1818; MD-52; Dmail: Ray .Diane
Atmospheric Research and Exposure Assessment
Laboratory (AREAL)
Research Triangle Park, NC 27711
e> Laboratory Records Manager: Linda Wilder; (919) 541-
1353; Fax: (919) 541-7588; MD-75
Air and Energy Engineering Research Laboratory
(AEERL),
MD-49, Research Triangle Park, NC 27711
e> Laboratory Records Manager: Charlotte Bercegeay;
(919) 541-2482; Fax: (919) 541-1536;
Dmail: Bercegeay.Charlotte
*• Vital Records: Larry Farmer; (919) 541-3104;
Fax: (919) 541-1536
^ Technical Information Manager: William Whelan;
(919) 541-2218
Environmental Research Laboratory/ORD
College Station Road, Athens, GA 30613
e> Laboratory Records Manager: Janice Sims (706) 546-
3302; Fax: (706) 546-2018; Dmail: Sims.Janice
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INFO ACCESS
FEBRUARY 1995
U.S. ENVIRONMENTAL PROTECTION AGENCY, RECORDS MANAGEMENT CONTACTS—FEBRUARY 1995
Environmental Research Laboratory/ORD
1 Sabine Island, Gulf Breeze, FL 32561-5299
e> Laboratory Records Manager: Connie Shoemaker; (904)
934-9226; Fax: (904) 934-9201; Dmail: Shoemaker.Connie
National Air & Radiation Laboratory
1504 Avenue A, Montgomery, AL 36115-2601
e> Records Support: Rose Beasly; (205) 270-3409;
Fax: (205) 270-3454
Environmental Monitoring Systems Laboratory
(EMSL)
26 W. Martin Luther King Drive, Cincinnati, OH 45268
©> Records Support: Diana L. Irwin; (513) 569-7485;
Fax: 513-569-7424; Dmail: Irwin.Diana
Environmental Research Laboratory/ORD
6201 Congdon Boulevard, Duluth, MN 55804
e> Associate Director for Program Operations:
Judy L. Stagner; (218) 720-5605; Fax: (218) 720-5539; Dmail:
Stagner.Judy
National Vehicle and Fuel Emissions Laboratory
(NVFEL)
2565 Plymouth Road, Ann Arbor, Ml 48105
«s> Records Support: Debra Talsma*; (313) 668-4311;
Fax: (313) 668-4368; Dmail: Talsma.Debra
Robert S. Kerr Environmental Research Laboratory/
ORD
P.O. Box 1198, Ada, OK 74820
e> Laboratory Records Liaison: Anna M. Runyan;
(405) 436-8511; Fax: (405) 436-8529; Dmail: ERI^Ada
Environmental Monitoring Systems Laboratory
(EMSL)/ORD
P.O. Box 93478, Las Vegas, NV 89193-3478
& Laboratory Records Manager: I. Elizabeth Sutton;
(702) 798-2564; Fax: (702) 798-2380; Dmail: Sutton.Elizabeth
Environmental Research Laboratory/ORD
200 SW 35th Street, Corvallis, OR 97333
e> Laboratory Records Manager: Pamela C. Taylor;
(503) 754-4582; Fax: (503) 754-4582; Dmail: Taylor.Pamela
OARM-RTP, Research Triangle Park, NC. 27711
& RTP Records Officer: Cynthia Bass; (919) 541-5787;
Fax: (919) 541-0659; MD-36; Dmail: Bass.Cynthia
*» NDPD Records Officer: Deborah Singer-Redner; (919) 541-
1487; Fax: (919) 541-1191; Dmail: Singer.Deb
% Personnel Records: Terri Burrell; (919) 541^t359;
Fax: (919) 541-1360; MD-29; Dmail: Burrell.Terri
^ Contracts Records Manager: James Dempson; (919) 541-3761;
Fax:(919)541-0611
OARM-Cincinnati
26 W. Martin Luther King Drive, Cincinnati, OH 45268
&> Records Officer: Suzanne Mercurio-Hoover;
(513) 569-7751; Fax: (513) 569-7186; OARM/IRMD;
Dmail: Mercurio.Sue
Sheryl Drexelius*; (513) 569-7747; Fax: (51) 569-7709;
Dmail: Drexelius.Sheryl
Environmental Criteria and Assessment Office
(ECAO)-Cincinnati
26 W. Martin Luther King Drive, Cincinnati, OH 45268
e> Administrative Records: Nancy Bauer; (513) 569-7144;
Fax: (513) 569-7475; Dmail: Bauer.Nancy
Facilities Management & Services Division (FMSD)-
Property, Transportation and Distribution-Cincinnati
26 W. Martin Luther King Drive, Cincinnati, OH 45268
e> Records Liaison: Dorothy M. Cannon; (513) 569-4004 or
7253; Fax: (513) 569-7545; MS253; Dmail: Cannon.Dorothy
National Enforcement Investigations Center
Denver Federal Center, Bldg 53, Box 25227
Denver, CO 80225
e> NEIC Records Manager: Paula Smith; (303) 236-5147;
Fax:(303)236-5116
Yolanda Montez; (303) 236-5111; Fax: (303) 236-5116;
Dmail: Montez.Yolanda
George Lawton; (303) 236-5111; Fax: (303) 236-5116
Dmail: Lawton.George
Montana Operations Office
301 South Park, DWR 10096, Helena, MT 59626-0096
e> Records Management: Pam Hillery; (406) 449-5720;
Fax: (406) 449-5434; Dmail: Hillery .Pam
*> Superfund Records Center: Melody Ballard*; (406) 449-5728;
Fax: (406) 449-5434; Dmail: Ballard.Melody
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INFO ACCESS • FEBRUARY 1995
COMMON FILING PROBLEMS
One of the goals of the National
Records Management Program
(NRMP) for FY95 is to initiate the
Agency-wide records inventory. We
thought it would be helpful to review
some of the common filing problems
you will encounter as you begin your
inventory. These are certainly not the
only problems you will find, but they
are the most common ones mentioned
by a number of records staff who have
been working with EPA records.
RECORDS vs. NONRECORDS
The distinction between record and
nonrecord material is often not
understood. The official definition is
found in the Federal Records Act
(44 U.S. Code, Chapter 33, Section
3301). Basically, if your office creates
it, acts on it, receives it for action, acts
as custodian because of oversight
duties or some other reason, or needs it
to document its activities—it's a record.
MIXED FILES
Many EPA offices mix different types
of files (mixed series) together. This
means that files contain record and
nonrecord material as well as records
which may have different retention
periods. Files need to be separated into
the following categories:
• Administrative or housekeeping
files—Records relating to budget,
personnel, supply, and similar
housekeeping, or facilitative,
functions common to most agencies.
Program or mission files—Records
documenting the unique, substantive
functions for which the Agency is
responsible.
Reference materials—Nonrecord
materials that do not document
Agency actions, expenditures, or
decisions.
* Personal files—Non-record, non-
government-owned materials that
relate to an individual's personal
affairs.
SUBJECT FILES
Mixed files are often subject files,
arranged alphabetically by subject.
Subjects are often inconsistent,
duplicative, and dependent on the
person who assigned the subject name.
After conducting your inventory, you
can develop a file plan and
classification scheme using the
Agency-wide file codes as a
framework. The Agency-wide file
codes are based on the records
disposition schedules. If you use it to
provide the basic framework for your
file plan, your records will be
segregated by records series and
retention.
OUT OF DATE FILES
Many files are kept much longer than
they need to be. While it is often
important to have background
information, referrals to it become
more infrequent as the information
becomes older. Program and
administrative files can usually be cut
off at the end of each year. Then new
files can be started, carrying forward
any materials that are still active. Other
files should be closed at particular
milestones, such as a phase of a site
cleanup or closeout of an agreement.
EPA's records disposition schedules
include information on appropriate file
cut-offs. They also detail how long
records should be kept, if and when
they should be retired to the Federal
Records Centers or the National
Archives, and if and when they should
be destroyed.
Common Filing continued on page 17
D
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ASK DR. RECORDS
INFO ACCESS • FEBRUARY 1995
Here are two of the
most frequently asked
questions over the
past couple of months.
Does Dr. Records make house calls
outside of Washington, DC?
Yes, Dr. Records loves to make
house calls. All he asks is that the
field unit pay his travel. However,
be advised that you will have to
work around an already crowded
schedule.
If my program sends a
memorandum to another program,
which program holds the record
copy?
NARA defines "record copy" the
same as "record," implying that all
records are record copies. The
records management textbook on
my desk defines "record copy" as "a
record that serves the documentation
needs of the organization." Neither
publication offers a definition for
"official copy" another commonly
used term at EPA. EPA staff
generally seem to define "record
copy" and "official copy" the same
way—it's the copy somebody else
maintains, which means that they
don't have to retain their copy.
More seriously, record copy is
defined in terms of the need to
document an organization's
activities. Given that perspective,
programs would do better to spend
time thinking about what records
they need to have available to
document their activities, and less
time on whether what they have is
the record or official copy from an
Agency perspective. If it is a
necessary part of the documentation
of your activities, it is a record in
your program. I recognize that this
will result in some duplication, but
remember that the same document
may have different retentions in
different offices, depending on the
uses of that document and the
retention schedule. One of the
potential benefits of doing business
electronically is that it will be easier
to eliminate the proliferation of
copies.
RETIRING MICROFORM TO THE FRC
The NRMP has received a number of
questions recently on retiring
microform to the Federal Records
Center (FRC). NARA has recently said
that they would no longer accept
permanent microfilm unless it had been
inspected and the inspection
certification documentation was
included with the SF-135. Kris
Pappajohn (OPP), Harold Webster, and
Mike Miller discussed the issue with
Michael Carlson of the Washington
National Records Center (WNRC) to
find out what exactly that meant. Here
are some interim answers to the most
frequently asked questions.
What kind of inspections does the
FRC require?
Generally speaking, we will need to
provide documentation on density,
resolution, methylene blue testing,
and visual (blemishes, etc.)
inspection. Information about initial
testing (which should have been
done as part of the filming process)
is sufficient for newly filmed items
(i.e., film/fiche less than two years
old. The FRC also wants
information about the conditions
under which the fiche/film have
been stored, e.g., stored under office
conditions, stored in a cold storage
vault, etc.
What if I come across microform
that is older, or for which no
documentation remains.
In that case it will be necessary to
retest a 1 percent sample before the
materials are shipped to the FRC, or
arrange for the FRC to do the
testing.
Ask Dr. Records continued on page 21
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INFO ACCESS
FEBRUARY 1995
HEADQUARTERS UPDATE
GILS WORK GROUP FORMED
The Information Management and
Services Division is leading a newly
formed work group on implementing
the Government Information Locator
Service (GILS) in EPA. Among the
GILS requirements are inventorying all
automated information systems in 1995
and scheduling all of them by the end
of 1996. Mike Miller of the NRMP is
on the work group.
DOCKET WORK GROUP MEETS
The Docket Work Group met on
February 9, as the first step in
"reinventing" docket services at EPA.
The next meeting is scheduled for
March 2. Dockets are facing a number
of new challenges from automated
access and electronic comments to
planning for docket space in the new
building. Look for a follow-up article
in the April issue of INFO ACCESS.
REGIONAL RECORDS
MANAGERS TELECONFERENCE
The January Regional Records
Managers teleconference considered
what services the National Records
Management Program (NRMP) could
provide for the Regions. The principal
issue was finding ways to raise the
level of interest in records management
on the part of upper management.
Another question was how the NRMP
could provide training at Regional
offices. Finally, there was an issue of
how soon NARA would be able to
complete their review of the records
disposition schedules.
ADMINISTRATOR'S
OFFICE INVENTORY
The AO Inventory is right on its very
ambitious schedule. Hsiu-Mei Hung
deserves a great deal of credit for
keeping everything on track. The walk-
through has been completed and the
preliminary report of findings has been
developed. The team also finished the
detailed physical inventory of the
Administrative Law Judges Offices
(ALJ) and the first draft of that report
is being reviewed. The detailed
inventory began January 30 in the
Executive Support Office (OES).
Congratulations AO, and keep up the
good work!
HISTORY OFFICE
The EPA History Office relocated to
more expansive quarters in the
Northeast Lower Concourse of EPA
Headquarters in October 1994.
Founded in 1992, the History Office
currently has, as its principal task,
developing and maintaining databases
on EPA press releases (so far, 1970-90)
and newspaper clippings maintained by
EPA's Regional offices. They scan
these documents and maintain the
images on DOS-compatible floptical
disks. There are future plans to produce
a CD-ROM product with the press
release images/information.
In addition, staff is inventorying
28 historical document collections and
developing finding-aids, which are also
available in the Headquarters Library.
Address questions about the Historical
Document Collection to Kathy Kelly
(contractor), at (202) 260-2675 or
D-mail at Kelly .Kathy. +
Is THE PAPER You ARE USING "PERMANENT"?
A new survey has been released called North American Permanent Papers
that rates the paper we use. The copier paper now used at EPA Headquarters
made by Hammermill, Unity DP, is rated Permanent. If you are using a
different paper, contact NRMP at (202) 260-5272 or D-mail to
Sallaway.Susan, to determine whether its rating is Permanent. You must
know the company name, manufacturer, and the name of the paper for us to
look it up for you.
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INFO ACCESS • FEBRUARY 1995
Common Filing from page 14
WORKING FILES
The concepts of working files and
official files are often confused. Too
often professional staff maintain their
project documentation in "working
files." This can result in the need to
manage a larger volume of material
than is necessary. It can also mean
program activities are not adequately
documented in the official records.
Establishing recordkeeping
requirements for your office will help
you identify exactly what documents
should be kept in the official files.
ABANDONED FILES
EPA has a very mobile work force. It's
not uncommon to find files which have
been left behind in a workplace or a
closet when a staff member has left or
moved to a new assignment. If
IN THE APRIL ISSUE
* Docket Work Group Meeting
Results
* Selling Records Management
to Senior Staff
* Vital Records—A Discussion
of the Issues
* Region 4—Lessons Learned
while developing their File
Plans, Structure, and Manual
» Map Maintenance Around the
Network
» Filing Do's and Don'ts
someone else is replacing them, they
may start their own files. This can
result in the development of what one
person called "archeological strata."
And, the older the material gets, the
more difficult it is to identify and
manage. Establishing recordkeeping
requirements, including a file plan, and
training your program and office staff
can help mitigate this problem. It's
especially important to catch new staff
as they begin work in your
organization so you can get them off to
a good start.
PERSONAL PAPERS
Personal files are often found mixed in
with Agency records. If documents are
used in the transaction of Agency
business, they are not personal papers,
even if they are marked "personal" or
"private" or "confidential." Personal
papers may be materials created before
entering Government service (and not
subsequently used in the conduct of
Agency business), relate solely to an
employee's private affairs, or personal
notes or correspondence not related to
the transaction of Agency business.
They must be clearly designated as
such and maintained separately from
Agency records. Appearing in the next
issue will be Do's and Don'ts for Day-
to-Day Filing.
FOR MORE INFORMATION
You can obtain copies of the following
related NRMP publications by
contacting Susan Sallaway at
(202) 260-5272, or Sallaway.Susan.
» "Awareness Bulletin: Management
and Disposition of Federal
DID You KNOW?
FROM THE "WHY WE NEED TO
FIND WAYS TO BE PAPERLESS"
DEPARTMENT
» Worldwide consumptions of
paper is 245 million tons per
year.
» Each day U.S. businesses
produce 600 million computer
printouts.
* In 1995 it is estimated that the
U.S. will produce 1.6 trillion
new documents.
» Users spend 5-15 percent of
their time reading and 50
percent of their time searching
for information.
Records," EPA Bulletin 95-1,
October 1994, EPA 350-F-94-001
» "A Basic Approach to Improving
Your Files," July 1994,
EPA 220-F-94-005
* "Ten Quick Ways to Improve
Records Management In Any
Office," July 1994,
EPA 220-F-92-010
•» "Managing Working Files,"
July 1994, EPA 220-F-92-016
* "10 Steps To Improving Your File
Room," July 1994,
EPA 220-F-92-017
«• "What Makes Papers Personal?"
August 1992, EPA 220-F-92-013 4-
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INFO ACCESS • FEBRUARY 1995
NATIONAL RECORDS MANAGEMENT DAY
On April 5, 1995, the first National
Records Management Day (NRMD)
will be held to create public awareness
of the records and information
management (RIM) profession across
the United States and Canada.
This joint project of the U.S.
Government Relations Committee and
the Canadian Legislation and
Regulatory Affairs Committee
(CLARA), with support from
Association of Records Managers and
Administrators (ARMA) International
headquarters, will promote RIM issues
at the national level. In Canada the date
coincides with Information Rights
Week, April 3-9, allowing common
efforts with the Canadian Library
Association and local library
associations.
Lessons Learned from pages 4-5
at EPA accepts the importance of
computers in the Agency's offices. No
one mishandles them, staff respects
them as government property and treats
them with care. Similarly, records are
government property and need to be
managed, respected, and handled with
care. Training, computer support, daily
trouble-shooting, money, and staff
involvement are required to get the
most out of all of these assets and
resources. Records are an important
resource for everyone.
SS: What tips do you have that can
make the implementation process
easier?
News releases and a kit of
possible promotional activities will
be produced by the two committees
and ARMA International
headquarters for use at the local and
state levels. ARMA chapter members
have suggested other activities to
support NRMD, including
educational workshops, special RIM
projects, and government
proclamations. Keep in touch with
your local ARMA Chapter for
details.
Gretchen Gleue of the U.S.
Government Relations Committee
will be the U.S. coordinator for
NRMD, and her Canadian
counterpart is Raphael A. Thierrin.
Their responsibilities include
providing information about the day,
BD: Implement only on new records.
Cut off your old files, (or separate them
from the active files), retire them to the
FRC, or whatever disposition is
appropriate, and then start fresh. Apply
the new file plan only to active records.
Include only those record categories
that are actually used in the office in
the file plan. Also, use basic NARA
guidelines to set up folders only when
you need them.
Preparing a file manual is a process.
Implementing the plan is a separate
process. Although offices are interested
in "quick fixes," hoping that their files
can be organized right away, in reality
the process takes time, resources, input,
lining up the required expertise, and
encouraging participation by ARMA
chapters. For more information on
NRMD, write to Gretchen Gleue,
Kansas Corporation Commission, 1500
S.W. Arrowhead Rd., Topeka, KS
66604-4027. Ms. Gleue's phone
number is (913) 271-3264 and her fax
number is (913) 271-3354.
Several Regions of the EPA are
already planning commemorative
events. The National Records
Management Program is available to
assist any Program or Region that is
working on NRMD activities. We
would be interested in your ideas about
how to celebrate the occasion in the
April issue of INFO ACCESS. Contact
Mike Miller, EPA Agency Records
Officer, at (202) 260-5272 or D-mail
at Miller.Michael-OIRM. 4-
and decisions from many people. From
those who are in a position to make
policy as well as from those who
handle files and use the file manual on
a daily basis. The result will be a
flexible working plan that is useful for
the program.
When developing office file plans,
think big, (e.g., at the Regional or
Division level) for uniformity and
consistency. Then, when doing the
implementation, think small, in bite-
size chunks, milestones, department by
department or office by office...each
implementing the same plan. Share the
results, problems, and issues—and
learn from each other. *•
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INFO ACCESS • FEBRUARY 1995
NEWS FROM NARA
RECORDS SCHEDULE
According to our appraisal archivists
at the National Archives and Records
Administration (NARA), the
Superfund records schedules should be
completed shortly. Next in line will be
the Regional schedules and the
Agency-wide schedules. With any
luck, those three packages should be
done by the end of the fiscal year.
FEES FOR FRC STORAGE??
In mid January, Agency records
officers received inquiries from NARA
asking what the response would be if
NARA started charging for storing
temporary records in the Federal
Records Centers (FRCs). NARA
officials have clarified the issue
somewhat by saying this is a perennial
internal NARA issue that comes up
whenever resources get especially
tight. NARA, like other agencies, is
under pressure to look at user fees, and
charging for FRC storage was one that
had been raised. NARA officials did
say that there were at least two views
on the potential net impact of such a
change. The conventional wisdom
within NARA had been that such a
move would be counterproductive on a
number of levels. Agency records
officers agreed with that assessment.
MEETING WITH NARA MANAGERS
Mike Miller, Agency Records Officer,
attended a briefing at which a number
of NARA managers responded to
questions posed by Agency records
officers. The following are four items
of interest.
1) FRC ISSUES
The records centers are getting full,
some fuller than others. The
Washington National Records Center
(WNRC) at Suitland is within roughly
300,000 feet (out of 19 million) of
capacity.
The FRCs will take vital records;
both emergency response records and
rights and interests records. However,
your records may not be stored in the
records center closest to you.
2) NEW PUBLICATIONS
The Office of Records Administration
is planning four new or revised
volumes in their Management Guide
series:
* A recordkeeping requirements guide
due out by the end of FY95. It will
focus on helping records managers
explain the importance of
recordkeeping requirements to
program managers.
* A revised records management self-
evaluation guide, due out late in
FY95.
* A vital records guide that will
probably appear early in FY96.
* An extensively revised electronic
records management guide that will
appear shortly after the electronic
records regulations are approved.
NARA is considering additional
opportunities for records officers to
review the four new publications
*
before they go final.
3) IMPROVING ACCESS
TO ACCESSIONED RECORDS
NARA has undertaken a two year
project to put more finding aids up on
the Internet.
4) CONTACT POINT FOR NARA
NARA has asked agencies to use their
records appraisal archivist as their
"1-800 number" to call if we have
questions about NARA and don't
know whom to call. Our appraisal
archivist is Jean Sadlowe. Her number
is (301) 713-7100, ext. 244. The
NRMP should be able to answer most
of your questions on records issues, but
if you do have a question for NARA
and you don't know where to call, Jean
Sadlowe is your initial point of contact.
TRAINING MANUALS
By now, many of you may have seen
the NARA 1995 training publications
that were forwarded to your offices
from NRMP. These annual directories
provide a comprehensive list of the
courses available in your area relating
to records management, information
resources management, image
management information access, and
related topics.
The Directory of Records
Administration Training Programs in
the Greater Washington Area,
News from NARA continued on page 23
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INFO ACCESS • FEBRUARY 1995
TECHNOLOGY CORNER
National Media Laboratory announces
they have established a listserv for
those interested in data storage
technology. They also have a home
page (http://www.nml.org) that lists
positions available and contains the
Phase II Final Report for Low Cost
Media Devices, data on a number of
data recording devices, and
comparisons of various video formats.
The Records Management Listserv
has also been very interesting lately,
addressing topics ranging from digital
signatures and disaster and recovery
issues to software issues impacting on
records managers. The RM Listserv
also has meeting and seminar
announcements, Association for
Information and Image Management
(AIIM) and Association of Records
Managers and Administrators (ARMA)
news, book recommendations, and job
openings. A couple of weeks ago,
Douglas Johnson posted a notice that
he is investigating the level of interest
in a Records Management Newsgroup
(misc.business.records-mgmt). Among
the topics the group would focus on are
micrographics, electronic records, and
optical technology and procedures.
For those of you that would like to
try an E-mail discussion group, we
have included addresses of some of
the listservs that deal with records
management issues.
LISTSERVS: (E-MAIL DISCUSSION LISTS)
•* Records Management—To
subscribe, type the following in your
address prompt: Listserv®
Suvm.acs.syr.edu@in. Type
anything you want at the subject
prompt. In the body of the letter
type: Subscribe Recmgmt
YourFirstName YourLastName.
* Electronic Records—To subscribe,
type the following in your address
prompt: Listserv@uacs2.albany.
edu@in. Type anything you want at
the subject prompt. In the body of
the letter type: Subscribe Erecs-L
YourFirstName YourLastName.
* Archives—To subscribe, type the
following in your address prompt:
Listserv® miamiu.muohio.edu@in.
Type anything you want at the
subject prompt. In the body of the
letter type: Subscribe Archives
YourFirstName YourLast Name.
* Data Storage Technology—To
subscribe, type the following in your
address prompt: Listserv@nml.org
and subscription directions are:
Subscribe datarecd YourFirstName
YourLastName.
GOPHERS & OTHER SITES
* National Archives Gopher—
Gopher.nara.gov (to reach NARA
gopher from a browser http://www.
nara.gov)
* New York State Archives Gopher—
(to reach NYS Archives gopher from
a browser gopher://unix6. nysed.gov)
* Rhode Island State Archives Gopher
(for NAGARA information)— (to
reach Rhode Island gopher from a
browser gopher://archives.state.ri. us)
* Virginia State Library Gopher—(to
reach Virginia State Library gopher
from a browser gopher:// gemini.
vsla.edu)
* Bowdoin College—(to reach
Bowdoin College Archives gopher:
//gummy .bowdoin.edu:70/l I/
departmental.info/archives)
Various other universities and state
governments have made their retention
schedules and records policies available
on the Internet. *
COMPREHENSIVE REGIONAL FILE PLAN LISTING
Be on the lookout for survey forms requesting updated information for the
All-in 1 Records Management Resource Directory in the next few weeks.
Please be ready to provide any new information specific to your Office or
Region and correct anything that may be outdated or incorrect. All
completed forms should be forwarded to Sandy York (contractor) at 7217 E.
Parker Hills, Parker, CO 80134-792 or via All-in-1 at York.Sandy.
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INFO ACCESS
FEBRUARY 1995
AROUND THE RECORDS NETWORK
REGION 8
Region 8 has been using contractor
support since 1992 for maintenance of
its Oil Pollution Prevention Act (OPA)
records. The records center maintains
the paper copy of Emergency Response
Notification System (ERNS) spill
reports. They are filed by case number
and color coded by the State in which
the incident occurred and by violation,
warnings, and penalty—class I, II or
Judicial. The center also maintains
inventories for the Spill, Prevention,
Countermeasures, and Control (SPCC)
site files from 1970-1994. Prior to
1992, the files were indexed by site
using the site name. After 1992,
standardized file plans were developed.
Individual documents are indexed and
entered into a database. Facility
Response Plans (FRPs) will also be
included. Records center staff prepare
indexes for review by EPA staff and
send documents to the U.S. Coast
Guard for billing and recovery of EPA
costs. They also prepare administrative
records for the Regional Hearing Clerk.
REGION 9
After three years of planning, the
Region 9 Superfund Records Center is
about to move to a new
8,670 square feet facility in an
adjoining wing at Region 9's San
Francisco offices. The new facility
will have improved security, a larger
and more pleasant public reading room,
a training/conference room that may
also be used for viewing (Confidential
Business Information) CBI records,
and improved facilities to receive and
prepare records for the FRC or for on-
site storage. The new facility will be
officially open to the public on
February 27. A grand opening
celebration is planned for sometime
in March.
AWBERC, CINCINNATI
ECAO is considering the creation of a
centralized filing area for their
administrative or housekeeping
records. An action plan was prepared
by contract staff to help them identify
the issues and steps required to
implement a system. *
Ask Dr. Records from page 15
Once the records have been sent to
the FRC, whose responsibility is it
to test every two years?
Those tests are the responsibility of
the agency sending the records to
the FRC.
Will the FRC do the testing for us?
The FRC will do both the initial
and follow-up testing on a
reimbursable basis. Basic costs
are as follows:
* Testing of 35mm or 16mm
microfilm, including density,
resolution, and visual
inspection: $19.00 per roll
* Testing of microfiche,
including density, resolution,
and visual inspection:
$6.25 per fiche
* Methylene blue testing:
$25.00 per unit
The FRC said that these are the
figures that we should use to develop
approximate cost figures. Actual costs
may be less, depending on the number
of units to be tested.
Will the NRMP provide any detailed
guidance on how to retire these
records?
The NRMP will issue model
procedures during the second
quarter of FY95. +
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INFO ACCESS • FEBRUARY 1995
Confracf from page 2
structure that addresses policy,
guidance, and coordination issues
might be considered or required in
response to the expected growth in
dockets across the Agency.
Other issues that impact the public
access program, as well as the IRM
policy program, involve the
strengthening of OMB's role in
statistical policy which may affect how
EPA manages, uses, and provides
access to its statistical data. OMB is
also required to develop a 5-year plan
for meeting the ADP equipment and
other information technology needs of
the Federal Government. It is likely
that the development of this plan will
translate into a new agency reporting
requirement.
The director of OMB will have the
authority to establish government-wide
policies, standards, and guidelines for
sharing and disseminating public
information. Future policies may
specifically impact on how EPA makes
information available.
EPA could be required to coordinate
and share data and analysis tools with
other Federal agencies, and possibly,
State and local governments. New
policies might also place more
demands on staff resources to support
managing consultations and public
meetings, as well as telecommunication
resources.
The text of the Act follows a similar
approach to that of the recently revised
OMB Circular A-130: Agencies are
required to take a proactive stance on
public access; use all appropriate
channels; achieve the best balance
between maximizing usefulness and
minimizing cost; engage customer
feedback; etc.
EPA's current focus on public
access as a strategy for achieving our
mission positions the Agency well in
this area. However, it is possible that
more attention may be needed in
"establishing and maintaining a
management system for the
dissemination and sharing of
information," as well as in coordinating
public access activities and obtaining
customer input and feedback.
The section on the strengthening of
the PRA addresses the requirement to
reduce the burden of Federal
collections of information by 5% over
each of the next five years, possibly
requiring changes in EPA forms and
databases now used to collect and
manage the data.
Additionally, the "renewal" process
and the public comments period for
currently approved information
collection requests will force EPA to
manage its ICRs and forms in a more
consistent and formal manner, with
more resources devoted to that
function.
The ideas put forth in this Act are
not new, as everyone is familiar by
now with the Paperwork Reduction Act
of 1980, and additional roots of this
Act were published in the National
Performance Review (NPR) in
September 1993. Electronic commerce,
increased public access (including
Internet access), greater information
sharing, and reduced paperwork
burdens were addressed in the NPR as
well. The Act would strengthen the
Legislative mandate, reiterate the
issues, and clearly imply that timely
implementation in our agencies is very
important.
The EPA is working toward
objectives, goals and initiatives in
many of these areas already. It is clear
that we should continue to sharpen our
focus by thoroughly understanding the
potential implications of the Act for
IRM. The National Records
Management Program (NRMP) would
like to assist, where possible, in
achieving objectives and implementing
agency-wide goals and initiatives. We
value your comments and ideas. Please
feel free to contact Michael Miller,
Agency Records Officer, at (202) 260-
5911, or D-mail to Miller.Michael-
OIRM. *
CONVERT RECYCLING BARRELS TO CUBIC FEET
To find out how many cubic feet of paper are in a recycling barrel,
take the total volume of the gallons and multiply by .1337. For example,
the standard 55 gallon barrel would be equal to 7.4 cubic feet. A 44 gallon
barrel is equal to 5.9 cubic feet, and a 32 gallon barrel equals 4.3 cubic feet.
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INFO ACCESS
FEBRUARY 1995
ATTENTION
INFO ACCESS READERS-
VERIFY YOUR ADDRESS
Please verify your mailing label
for accuracy, especially mail
codes. If you want to be deleted,
added, or have your address
updated to the mail list, please fill
out and forward the attached form
to NRMP at Mail Code 3404, or
fax to (202) 260-3923. If you
have any questions, comments or
changes, contact Susan Sallaway
(contractor) at (202) 260-5272 or
D-mail: Sallaway.Susan.
r1
a Delete me from mailing list Q Add me to mailing list Q Update my address
PLEASE PRINT CLEARLY
Name
Mail Code
Address
City
State
Zip Code
Phone number (optional)
News from NARA from page 19
published by NARA's Office of
Records Administration, was sent to all
of the Headquarters Records Officers.
Additional copies can be obtained by
calling NARA's Agency Services
Division at (301) 713-6677.
The Directory of Nationwide
Training Programs was sent to all of
the Regions. It should be noted that this
directory only provides information
about classes in your Regions that are
offered by the Office of Federal
Records Centers. Many Federal
agencies and private sponsors provide
equivalent training, as do local schools
and colleges. If you would like
additional copies of this directory,
please call the Office of Federal
Records Centers at (301) 713-7210.
We hope that you will find the
information in these publications
useful, and take advantage of the
classes offered in your area. The most
current information on NARA training
courses is also available by accessing
the NARA gopher A.R.C.H.I.V.E.S. via
the Internet. Telnet to the NARA
gopher, or point your client to
gopher.nara.gov, port 70 (the default):
gopher://gopher.nara.gov/. The
newsletter Record/acts Update, also
available on the NARA gopher,
includes a calendar of records
management classes and conferences,
as well.
VITAL RECORDS TRAINING
Learn more about Disaster Preparedness
and Response for Records Managers in
a two day course offered March 29 and
30, 1995, at the Washington National
Records Center (WNRC) in Suitland,
Maryland. Several EPA employees
have attended the course and have
recommended it highly.
Custom designed by the Federal
Records Center in Boston, this two day
course is for records managers and
others responsible for disaster
planning, disaster recovery, and vital
records operations. It will aid in the
planning and creating of a vital records
program, including time-frames and
components. It will also assist in the
distinguishing and identification of
vital records, and in planning for their
survival.
Participants should be nominated by
submitting an agency training form
two weeks prior to the course to:
National Archives at College Park,
Office of Federal Records Centers
(NC), 8601 Adelphi Road, Suite 3600,
College Park, MD 20740-6001. The
fee for the course is $200 per person.
Any questions, please call Scott Roley
at (301) 713-7210. 4
^9
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