United States
                       Environmental Protection
                       Agency
                                                      Information Resources
                                                      Management
                                                      (3404)
                EPA 220-1^-95-007^-
                Issue Number 52
                April 1995
    SERA     INFO   ACCESS
GETTING MANAGEMENT
INVOLVED IN RECORDS MANAGEMENT
by Michael L. Miller, Agency Records Officer
When I ask records officers what they
need most from the National Records
Management Program (NRMP) the
answer is always the same: get "upper
management" involved. EPA records
officers aren't alone. Every records
management text stresses the need to
have "upper management" support for
a records management program to
succeed. While this is a given, even
more difficult to determine are answers
to the following questions:
* Who is "upper management" and
  what do we want them to do?
* What can we do for upper
  management?
                                  » What arguments can we use to
                                    convince upper management that
                                    this particular topic is worth their
                                    attention?
                                  * What means do we use to convey
                                    the message?
                                    Over the next three issues of INFO
                                  ACCESS for records, I want to use this
                                  space to look at these four interrelated
                                  issues and develop an approach that
                                  records liaisons within the Agency can
                                  use to gain the support they need. In
                                  June, we will look at who "upper
                                  management" is, what their issues are,
                                  and what services we can provide. The

                                       Involved in RM continued on page 2
                       VITAL RECORDS
  *  What are they? How do we identify them?
  »  What questions could we ask during the Inventory that would help us
     locate vital records in our Program or Office?
  *  What is the status of the NARA statement on Vital Records Programs in
     Federal Agencies? (page 4)
     See page 5 for discussion on vital records issues in the EPA.
                                                                     IN THIS ISSUE
                                                                     PAGE 2
 PAGE 3
j RECORDS
 PAGE 4
 ARCHIV
 PAGE 4
 PAGES
 PAGES
 EXCERPTS FROM RECORDS
 MANAGEMENT DAY SPEECH AT iji <
 PAGE 9
 PAGE 10
 CYBERSPEAK
 PAGE 12
 RECORDS AND
                                                                                               '
                                                                     PAGE 14
                                                                     AROUND THE RECORDS NETWORK
                                                                     s^
                                                                     PAGE 16
                                                                     MAP MAINTENANCE AROUND,
                                                                     PAGE 17
                                                                     JUSTICE       ,,//:?'"
                                                                     PAGE 18
                                                                        R. RECORDS , >
                                                                     PAGE 19
                                                                                 > Printed on Recycled Paper

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INFO ACCESS
APRIL 1995
 Involved in RM from page 1
August issue will look at using cost/
benefit and risk analysis approaches to
enlisting management support for a
records program. Finally in October,
we'll turn to presentation methods that
records managers can use to make
their points.
  I'd like to make this a dynamic
process, so I'm asking anyone with
additional suggestions, success stories,
or "lessons learned" to contact me, so I
can include your experiences in the
discussions.

NRMP's CURRENT  ACTIVITIES
As part of the Program to enlist upper
management support, the NRMP has
undertaken five initiatives to raise
management consciousness on records
issues:
* Briefed the IRM Branch Chiefs
  about electronic mail backup tapes
  and used the opportunity to raise
  more general electronic records
  management issues.
* Drafted a memorandum from
  Jonathan Cannon, Assistant
                      Administrator for Administration
                      and Resources Management, to his
                      peers concerning Records
                      Management Day and the
                      importance of records management
                      in the Agency.
                    *  Drafted an issue paper for upper
                      management on major records
                      management issues facing the
                      Agency.
                    »  Began a program by program
                      review with middle and upper
                      managers to determine what they
                      need from records management.
                    *  Continued the pattern of
                      management briefings on records
                      management roles and
                      responsibilities.

                    NEW BROCHURE COMING
                    Finally, the NRMP will develop a new
                    brochure addressed to middle and
                    upper managers on the benefits of
                    good records management for their
                    program. Again any suggestions and
                    ideas are welcomed. Target date is
                    October 1, 1995. 4-
   INFO ACCESS
   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.
NEWS FROM NARA

NEW TRAINING CLASS
Are you an AA-level or Regional
Records Liaison Officer? If so, this
class is for you. The National Archives
and Records Administration (NARA)
has announced a new training class
titled "Federal Records Management."
The 5-day training is scheduled for
June 19-June 23 and the cost is $500.
The class covers fundamental policies,
procedures, and issues relating to the
entire life cycle of records regardless
of medium. It concentrates on those
areas of records management for
which every Federal agency is
responsible and for which NARA has
Government-wide  oversight
responsibility.

RACO '95
NARA's Office of Records
Administration is holding RACO '95
on May 24, 1995, at the Washington
Renaissance Hotel—Techworld. Find
out the latest from NARA on current
records management issues. The theme
of the Conference is "Transitions in
Rec ords Management—Expectations
versus Reality." Session topics include
electronic records, new (free)
automated records management
software, downsizing, the Government
Information Locator Service (GILS),
and how to revitalize a records
management program.

EPA RECORDS IN THE ARCHIVES
We send many records to the Federal
records centers, but rarely do we hear

     News from NARA continued on page 6

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                                                                                    INFO ACCESS
                                                               APRIL 1995
 RECORDS  MANAGEMENT
As EPA becomes more involved with the Inventory process and developing
Records Management Plans in all offices, NRMP thought it could be useful to
pass along feedback from offices that are further along in the process.
   Some have already developed their file plans and are developing manuals, and
others have begun to implement their plans. Many of the lessons that offices have
learned the "hard way" can be learned by others the "easy way " if the lessons
learned are shared. Please contact NRMP if you think that  others could be helped
(or comforted) by the experiences you have had thus far in developing your program.
   You heard from OSWER in the February issue of INFO ACCESS. This month the
feature "Lessons Learned" story is presented by Jessica Ruiz (contractor) from
Region IV. Thank you, Jessica!
LESSONS  LEARNED IN REGION  IV
Have you ever started a project and
wished that you had a guardian angel
to point you in the right direction?"
Well, you are not alone.
   There are several principles that
have helped me develop Records
Management Plans in Region IV.
These are:
*  to understand the function of the
   organization;
•»  to use the new Records Control
   Schedules;
»  to maintain flexibility, follow up
   regularly; and
*  to seek the active support of the
   organization's managers.
   By sticking to these basic principles,
developing a Records  Management
Program is simpler and more
straightforward.
   These principals guided me through
the entire  process from initial analysis
of the group's records through
classifying the records according to the
EPA Records Control  Schedules;
developing a file structure; making
records management recommendations
(such as dispositioning, alternate
storage, circulation and tracking or
records, etc.); combining all this
information into a user friendly
Records Management Manual; and
finally, implementing the plan with the
group's cooperation.
   In order to write an effective
Records Management Manual or even
to classify the records a group works
with, it is fundamental to understand
the work they do the legislation might
affects their work. Often you can read
a program's handouts or brochures to
learn about their activities. Other
times, you can look for information on
Academic Abstracts or contact the
library. When you have a basic
understanding of the group's work
(and, picked up some of the  lingo) you
have taken the first step toward
understanding their records.
   For example, when I began work
with the Office of Environmental
Justice, I read up on how the office
was created and its purpose.
Consequently, when I spoke with the
Office Director I had  a better
understanding of the work they  do and
was able to make intuitive leaps that
would have been much more difficult
had I not had the background
information.
   I was extremely fortunate because
when I began work on EPA Records
Management, the Records Control
Schedules had just been revised and
were available electronically in key
word searchable format. Jim
Whittington, Region IV s RMO,
loaded the schedules on the LAN so
they are available to everyone. The
new schedules are more user friendly
than the old schedules.  The
descriptions are more specific, and the
"Related Items" section (a sort of "see
also" field) is invaluable. The
"Agency-wide Guidance" section has
also helped me out on more than one
occasion.
   If you have not switched over to the
new Records Control Schedules yet, I
urge you to do so. Although most times
I have an inkling of what schedule to
use for a particular record, other times
I am completely in the dark. The new
schedules in electronic format make
searching for possibilities much easier.
Also, if you come across a type of
record or system that you have not
seen before, determining that it  is
unscheduled is much simpler. This has
happened to me on a number of
occasions (Environmental Justice Case
Files, the Compliance Activity
Tracking System (CATS), and the UIC
databases).
    Lessons learned continued on page 10

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INFO ACCESS
APRIL 1995
ARCHIVIST ADDRESSES RECORDS OFFICERS
As part of the observance of Records
Management Day on April 5, the
Acting Archivist of the United States,
Dr. Trudy Huskamp Peterson, met with
records officers for about 90 minutes.
Dr. Peterson began with an overview
of several issues of importance to all
Agencies and  then took questions. The
following is selected portions of her
remarks.
  Downsizing is an issue where
records management concerns need to
be addressed early. Dr. Peterson urged
Agencies to talk to both their appraisal
archivists and the Federal records
center as  soon as downsizing planning
begins.
  NARA is looking at reengineering
its process for reviewing and
approving records schedules. NARA is
looking at options such as conducting
"macro appraisals" that look at an
                    agency's overall recordkeeping
                    functions, and the development of
                    model schedules for potentially
                    permanent records held by multiple
                    Agencies. One records officer
                    commented that NARA should take the
                    lead in coordinating the scheduling of
                    records for activities such as
                    Superfund records for Federal
                    Agencies, and records such as permits
                    held at multiple governmental levels.
                       NARA has conducted  three major
                    studies on records retention issues
                    including one with the National
                    Academy of Sciences on  scientific
                    records. The report will be out soon.
                       NARA is still working on the E-
                    mail regulations. They hope to have  a
                    revised version of the draft regulations
                    ready for comment before June. They
                    also are planning to produce a number
                    of related issuances, including a
bulletin and a self-inspection guide.
General Records Schedule 20 on
electronic records is being revised
based on  comments received. It will
allow for the deletion of E-mail
messages once a copy has been made
arid filed  either in an electronic or hard
copy recordkeeping system.
   As part of the National Performance
Review II, NARA did propose to  begin
charging  for the storage of temporary
records in Federal records centers.
Whether  that proposal is accepted
remains to be seen. Dr. Peterson said
that she agreed with the proposal,
which was in line with the NPR
guidelines for converting services to
reimbursable activities.  Several records
officers commented that the proposal
would be counterproductive for
records management and the National
Archives. *
STATUS OF THE  NARA STANDARD ON VITAL RECORDS
NARA Standards for Vital Records
Management in Federal Agencies is
coming along just fine, according to
Charlie Brett, NARA's "Vital Records
Guru". He said that we can expect a
rewritten proposal for rulemaking to be
published for comment before the end
of June 1995.
   NARA originally put out a proposed
rulemaking regulation on vital records
for public comment in the May  31,
1994 Federal Register. Mr. Brett said
that  so many good comments were
received, the proposal for rulemaking
has been completely revised to
incorporate them. Each Federal agency
will  still be responsible for developing
                    their own Vital Records and Disaster
                    Preparedness Program.
                       The new draft also reflects the
                    tenets of the National Performance
                    Review that call for downsizing
                    directives and for creativity and
                    empowerment in Federal agencies to
                    accomplish their missions. The new
                    proposal will be high-level and very
                    broad, and leaves the specifics to the
                    records managers and top managers
                    involved in creating the vital records
                    programs in each agency. Many  of
                    these changes are in line with
                    comments submitted by EPA.
                       Charlie Brett advised that a
                    good Vital  Records Disaster Program
should concentrate on obtaining
information fast in an emergency
situation. Focus on the content, not the
medium. Where is the best place to get
the information? Emphasis should be
on obtaining current, complete, usable
arid accessible replacement
information.
   When the new rule is finalized,
NARA will be publishing a vital
records program instructional guide for
those who want a "how to" workbook.
It will include worksheets  and
questionnaires to help identify vital
records and provide checklists to assist
records managers in  preparation of
their own programs.  •*

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                                                                                     INFO ACCESS
                                                                 APRIL 1995
VITAL RECORDS—PART I: How TO FIND THEM
Offices throughout the EPA are
conducting inventories of their records
in FY95 and FY96. This is a perfect
opportunity to collect some basic
information about the classifications of
records and develop a preliminary list
of vital records in agency offices.
   Vital records are those records that
an organization must have to start up
again or continue operations if
everything were lost in a  disaster, or to
resume operations with a minimum of
disruption. Vital records preserve the
financial and legal  status  of the
organization or pertain to the rights, of
employees, citizens, stakeholders and
external organizations. Also important
is information  that  would allow an
enterprise to resume data processing
operations. Vital records  are often
irreplaceable and cannot be obtained
elsewhere.
   In the Federal government, there are
two different kinds of vital records:
rights and interests records and disaster
recovery records. In the June issue of
INFO ACCESS, we plan to discuss
both of these in detail and discuss
examples of each kind that might be
located here at the EPA.
   There are several classes of records,
so these would need to be clarified
early in the inventory interview.
*  Vital records are essential to the
   business and irreplaceable. These
   require the highest level of
   protection from  loss.
*  Important records  are necessary to
   the continuation of the business.
   Their loss would be troublesome but
   not  ruinous. Important records
   contribute to smooth operations and
   deserve extra protection because
   they can only be reconstructed with
   considerable cost, time and effort.
   Useful records  are those that would
   be helpful to have to ensure
   uninterrupted operations of the
   business.  Though their loss would
  cause temporary inconvenience,
  they are replaceable.
  After the definitions of the classes
of vital records have been discussed,
some examples of questions that can
be incorporated into an inventory
interview to help develop vital records
information are:
* Would the absence of any records
  series prevent the office or program
  from conducting business?
*  What would the specific
   operational, financial, or legal
   consequences be if each records
   series did not exist?
*  Which records series could not
   be replaced at any cost?
*  Which records series have been
   dispersed to remote locations in
   the normal course of business?
   Would the number of dispersal
   points make reassembly of the
   records series practical  or more
   difficult?
»  Which records series could be
   recreated by internal resources?
   Which ones could be
   reassembled  from external
   sources? What would the cost of
   records series replacement be?
•»  How soon after the disaster
   would the records series need to
   resume operations?
»  Is it practical to duplicate the
   documents in the records series
   to create an extra security copy
   for off-site storage and, if so,
   how often should such
   duplication be performed?
»  When in the life cycle of each
   vital records  series  does the
   information lose its vital quality?
*  Are any departmental resources
   available for expenditures for
   information protection? +
*Robek, Brown, Stephens. Information
and Records Management:
Document-Based Information
Systems, 4th ed.,  McGraw Hill , NY,
1995, p.74.

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INFO ACCESS
APRIL 1995
   FROM THE  "WHY WE  NEED TO  FIND WAYS TO BE PAPERLESS" DEPARTMENT
   * Despite the explosive growth of
     the computer industry in the last
     15 years, the volume of paper
     files has grown at an average
     annual rate of about 7 percent.
     This rate of growth is twice as
                      fast as the nation's economy has
                      grown during the same period (as
                      measured by the GNP).
                    * The American Forest and Paper
                      Association keeps statistics on the
                      amount of paper stock used to
  manufacture file folders. During
  the period from 1979 to 1992, the
  quantity of paper stock used for
  file folders increased 91.4
  percent, from 127,600 tons to
  244,300 tons.
 News from NARA from page 2
that our records have finally made their
way into the National Archives
collection. The March issue of
NARA's publication The Record noted
that NARA  had opened access to EPA
records in San Francisco, Waltham
(Boston), and Chicago.

PAPER PRESERVATION
The March issue of The Record also
included a very good (and brief) article
entitled "The Paper Preservation
Battle." The article explains the whys
and wherefores of alkaline paper and
what happened when the campaign to
have Agencies use alkaline paper met
the campaign to have Agencies use
paper containing postconsumer
waste—It's  a good primer on the issue.
   For a copy of the article contact
Susan Sallaway (contractor) on
202-260-5272 or Sallaway.Susan on
All-in-1.

NATIONAL  ARCHIVES
FAX-ON-DEMAND SERVICE
NARA's fax-on-demand service is an
interactive fax retrieval system that
                    allows users to select and receive
                    NARA information by fax.
                      The system now contains about
                    120 documents and includes general
                    information about the National
                    Archives and its facilities and
                    holdings; general information, finding
                    aids and ordering information for
                    motion picture, video and sound
                    recording, electronic and cartographic
                    records; information about the
                    holdings of the Regional Archives and
                    Presidential Libraries systems; news
                    releases; job announcements; the John
                    F. Kennedy Assassination Records
                    Collection register; and daily Federal
                    Register table of contents and public
                    inspection lists.
                      The system is easily accessible.
                    There is no charge for this service
                    except for any long distance telephone
                    charges you may incur. You can obtain
                    the full list of available documents in
                    3 ways:
                    1. By calling the fax-on-demand
                      system at (301) 713-6905 using the
                      handset of your fax machine.
                      Follow the voice instructions and
                      select document #1.
2. By sending an E-mail message to
  debra.wall@arch2.nara.gov with the
  subject heading "faxlist". You will
  receive an automated reply.
3. By accessing the NARA gopher,
  CLIO. Point your gopher client to
  gopher.nara.gov, or use a Web
  browser (such as Mosaic or Lynx)
  to open the following URL: http://
  www.nara.gov/. Many, but not all,
  of the fax-on-demand documents
  are also available on the gopher.
  NARA welcomes all comments and
suggestions about the fax-on-demand
service.  4
   IN THE JUNE  ISSUE  ...
     The Paperwork Reduction Act
     More on Vital Records
     Reinventing Government and
     Records
     Upper Management and
     Records Issues
     Docket Workgroup Update

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                                                                                   INFO ACCESS
                                                               APRIL 1995
COMMON FILING  PROBLEMS, PART  2
by Lynn Calvin (Regional Records Officer) and Gerry Hegel, (contractor)—Region V
FOLDERS AND LABELS
Some of the most basic tools for filing
are folders and labels. These tools are
very helpful when used correctly. It is
easy to overlook issues that seem so
basic so this article will cover a few
ground rules and tips on using these
tools correctly.
   File Folders—The primary device
for holding records. There are a few
different types of folders, with their
definitions being fairly standard in the
filing industry.
   Manila or  Kraft Folders—From a
functional point-of-view, there is no
difference between Manila and Kraft
paper stock.
   These two  paper stocks are
available in several thicknesses. The
thickness is referred to as "points"
which are thousandths of an inch.
These thicknesses are usually 9 pt., 11
pt., and 15 pt. The 11 pt. thickness is
by far the most commonly used.
   These folders are designed for no
more than 3/4 inches of materials!
   Folders are available in top tab for
drawer filing, and end tab for shelf
filing. The tabs may be partial (1/3 cut,
for example) or full tab. Full end tabs
are used when color coding is used.
   Pressboard Folders—Pressboard is
a heavy cardboard-like material used
for expansion folders with capacities
of 1" or more. Two inches is most
common. The front and back of the
folder is joined by a pleated "gusset"
made of either fabric or Tyvek. These
are used for thicker files that must be
retained as one unit. They are also used
when a long and active retention is
anticipated.
   The designed capacity of the folders
should be carefully followed. Again,
tabs on these folders are either in the
top position or end position, and the
same guidance as that for manila
should be followed.
   Very often, pressboard folders will
have dividers (sometimes called
"classification"  folders) installed in the
gusset so that the folder has two or
more divisions,  with fasteners (metal
or plastic) to secure documents within
each division. With the use of

     Common Filing continued on page 13
NRMP UPDATE
The following notes are from the
National Records Management
Program (NRMP). For more
information about any of the following
items, contact Susan Sallaway
(contractor) on 202-260-5272 or
SALLAWAY.SUSAN on All-in-1.
NRMP Inventory Package
For those of you conducting
inventories, the new NRMP Baseline
Assessment Package is a must. The
package includes a copy of the Guide
to Conducting a Records Management
Baseline Assessment (first distributed
at last year's conference at the Days
Inn in Washington), a pamphlet on
using the Federal Records Centers,
Steps 2 and 3 of the 6 Month's to
Better Files series, and some additional
sample forms developed during the
Headquarter's inventories.
Schedule Cross Reference Guide
Coming soon!! The tool you've always
wanted—a table that will take you
from the old records disposition
schedule number to the EPA series
number and the new NARA records
schedule number. Will be available
soon in hard copy and electronic form.
10 Frequently Asked
Questions About Records
The NRMP announces a revised
version of the flyer "10 Frequently
Asked Questions About Records." The
flyer is meant to be used to train
program staff in basic records
management concepts. The flyer
supplies information on the definition
of a record, reducing the volume of
records in offices, the benefits of good
records management, and who to call
for help.
Records Schedules—Round II
The NRMP began the second wave of
records dispositions schedule reviews
by sending the Office of Pesticide
Programs  schedules for green border
review. Because these  are program

      NRMP Update continued on page 17

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INFO ACCESS
APRIL 1995
EXCERPTS FROM RECORDS MANAGEMENT DAY SPEECH AT THE  CAPITOL
by Jan Meyers, Chair, House Small Business Committee,
April 5, 1995, sponsored by ARMA International
In recognition ofNational Records Management Day on April 5,1995, the Association
of Records Managers and Administrators (ARMA) hosted a luncheon at the U.S.
Capitol. Representative Jan Meyers spoke about the Paperwork Reduction Act,
which has just been signed by President Clinton. The following are excerpts from her
speech. Look for an article about the re authorization of the Paperwork Reduction Act
in the June issue of INFO ACCESS.
   ARMA is to be applauded for
highlighting the important role that
professional "information" and
"records" managers play in the
information age.
   As our society creates, uses, and
adapts to new information
technologies, the  role of professional
records managers in all walks of life
will become even more  significant.
The challenges and opportunities
associated with these changes in our
culture will become even greater.
   The cumulative burden of
regulatory paperwork imposed by
Federal government is a major barrier
to productivity and demands renewed
attention. The Government's own
estimate is that the public spends some
7 billion hours a year meeting the
regulatory paperwork demands of
Federal agencies.
   While a disproportionate share of
this overall burden falls on small
business, clearly the problem of
wasteful cost is everybody's problem.
   These are huge numbers
representing hidden taxes on the
public. They are costs which do not
show up in Federal budget or
                    appropriations processes. They are
                    "off-budget" costs, if you will,
                    imposed on the public.
                       I congratulate ARMA for this focus
                    on the future that "National Records
                    Management Day" symbolizes. I
                    encourage you to have such a day
                    every year.
                       As a member of the Conference on
                    the Paperwork Reduction Act, let me
                    announce the Conferees have  agreed to
                    reconcile the differences between the
                    House and Senate bills, a Report was
                    filed Monday, and the bill will be
                    passed by both houses and sent to the
                    President before the Congress leaves
                    for the April recess this week.
                       The President will sign the bill. The
                    Paperwork Reduction Act of 1995 will
                    become the law of the land.
                       Now let me highlight what will be
                    in the new law:
                    *  My amendment to require each
                       recordkeeping requirement
                       established by the Federal
                       government to indicate how long the
                       record must be kept was agreed to
                       and will be part of the new law.
                          ARMA has fought for this
                       principle for a long time. You all
  were ploughing this field back in the
  late 1970's and early 80's when
  former Congressman Frank Horton,
  and others, wrote the original
  Paperwork Reduction Act. You are
  responsible for testimony before my
  Committee that if everyone knew
  how long to keep records, billions
  of dollars in wasted storage costs
  could be saved.
* A new burden reduction goal has
  been established of 10 percent for
  the first two years,  5 percent for
  each of the four years thereafter.
* A six-year periodic authorization
  for appropriations for the Office of
  Information and Regulatory Affairs,
  OIRA, is established. This sends a
  clear signal to the President that
  Congress supports  an active
  regulatory traffic cop for the Office
  of Management and Budget (OMB).
  We in Congress know any President
  needs all the help he can get if
  common sense is to be applied to
  the regulatory system.
» The Public Protection provision of
  the Act has been strengthened. This
  feature of the law is intended to help
  the public self-police the common
  sense management principles
  contained in the law. If for example,
  a recordkeeping requirement does
  not display an OMB control
  number, then no one can be
  penalized for failing to comply. If a

        RM Speech continued on page 11

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                                                                                  INFO ACCESS
                                                              APRIL 1995
TECHNOLOGY CORNER—WORLD WIDE WEB
World Wide Web (WWW or "The
Web") is a worldwide, hypermedia
information system available on the
Internet and is used for finding and
accessing Internet resources. It consists
of screens full of words and pictures,
called pages, that can be connected to
each other via hypertext. It allows you
to mix text with graphics, sound, and
even video. From a WWW server you
can connect to other WWW
information anywhere in the world,
and also to Gopher, anonymous FTP,
and Telnet sites.
   You access the World Wide Web
through  a client program, sometimes
called a  browser. For example, from
Windows you can use Mosaic or
NetScape, and on the Macintosh you
can use Mosaic, NetScape, or
MacWeb. From systems where the
terminals do not display graphics, you
can use a text-based system, like Lynx.
While you cannot view the graphics or
videos or hear the sounds,  you can
download those files for use on another
platform.
   How is the WWW set up? Each
WWW site has a "home page" which
usually gives information about that
site, and includes links to other pages,
either at that site or somewhere else on
the Web. What you first see when you
run your WWW client depends on how
you have your client configured. If you
have instructed it to always start at a
favorite WWW site, you will see that
site's home page.
   If you have not configured a start up
home page, you may see the browser
publisher's home page or no home
page at all until you "open" a location.
Choose a link and see what you get!
  WWW uses a hypertext based
information system. Any word  in a
hypertext document can be specified as
a pointer to a different hypertext
document where more information
pertaining to that word can be found.
The reader can use a mouse to click on
the highlighted word, phrase or title,
and be transported to a second
document, just by selecting a word in
the first document. Only the part of the
linked document which contains
relevant information will be displayed.
  The second document may itself
contain links to further documents. The
reader need not know where these
documents are, because they will be
referenced and presented as they  are
needed.
   How do you find interesting sites on
the Web? You may see references to
WWW sites on the Internet, in the
newspaper, or on television. Any
address that begin with "http:" is a
World Wide Web site. For example,
The Catholic University of America's
Web address is http://www.cua.edu
and Microsoft's "home page" is http://
www.microsoft.com. The Washington
Post runs a great article entitled
CyberSurfing in each Thursday's Style
Section that almost always lists a good
new site (or two) to try.
   When you find a Web page you
like, you can save it as a bookmark. In
the future, you can choose that Web
site from your personal list of
bookmarks instead of remembering the
http address. *
                       WWW  STATISTICS
  Internet use has skyrocketed, especially since Mosaic and other WWW
  clients became widely available. As of November 10, 1994, there were
  1265 World Wide Web sites. The statistics below help illustrate this
  exponential increase.
     Traffic across the NSF        Amount
     backbone (Internet):          of Data:
     All of 1992:                   500 MB
     3 months, 1993 (Jan-Mar.):    5 GB
     1 month, 1994 (Feb.):          347 GB
     6 hours, 1994 (Sept.):          13GB
               Incremental
                Increase:

                    10
                    200
                    5
     The average hourly traffic flow in November 1994 for the NSF
  backbone (approximately 2 GB/hour) was 33,000 times the amount of data
  flow that travelled the NSF backbone each hour in 1992. (This does not
  include local traffic that does not reach the backbone level.)

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INFO ACCESS
APRIL 1995
      ASCII (pronounced ASKEY):
  Acronym for American Standard for
  Computer Information Interchange
  (or American Standard Code for
  Information Interchange). ASCII
  is the numeric code used to represent
  computer characters on computers
  around the world and is used to
  communicate across operating
  systems.
     Client: A networked information
  requester, usually a PC or a
  workstation, that can query database
                                              CYBERSPEAK
                    and/or other information from a server.
                       Client-Server: A computer, be it a
                    high-powered workstation, a
                    minicomputer or a mainframe, that
                    houses information for manipulation
                    by networked clients.
                       FTP: File Transfer Protocol is one
                    of the protocols on which the Internet
                    is based. FTP is used to copy, transfer
                    or move files from remote sites to your
                    own harddrive or from one computer
                    to another; for uploading files from
                    your computer to the Internet; and for
downloading files from the Internet
to your PC.
  Snail mail: Mail that is sent via
the U.S. Postal Service, (as opposed
to E-mail, which is fast).
  SQL (or Structured Query
Language): a standard language for
creating, updating, and querying
databases. Unfortunately, there are
subtle differences in each vendor's
software, so the only way to
communicate across operating
systems is by utilizing ASCII.
 Lessons Learned from page 3
  Furthermore, the new schedules are
compatible with the old ones. Sandy
York (contractor), who labored long
and hard with Mike Miller on the new
schedules, also put together a
conversion index that allows you to
update to the new schedules easily.
  Flexibility has been the key to
developing a Records Management
Plan that everyone can live with.
Retention  and final disposition are the
only areas you can not change to suit
the program's needs or wants.
However,  internal and external
organization, location, labels, and
records tracking systems, to name a
few, can all be tailored to meet the
needs of the organization. Many times
what works for one will work for
another, but just as many times,
significant changes need to be made in
                    the Records Management Plan to meet
                    the individual needs of the programs. I
                    have found it is better to adapt to the
                    needs of the organization and stress
                    consistency and following the Records
                    Management Manual once it is
                    completed, rather than trying to impose
                    a structure that may seem ideal, but is
                    not one the organization feels
                    comfortable enough to buy into.
                       For example, if two units in
                    different divisions have grant files  and
                    both use six-sided folders, but one  unit
                    has always put the grant tracking sheet
                    on the first side and the other unit puts
                    it on the sixth side, it makes no
                    difference from a records standpoint,
                    as long as there is consistency within
                    the unit. Likewise,  as long as the
                    records are identified by their EPA
                    series number (003A(b)), the units can
                    call the records by  any name they
choose, such as grants files, control
files, or oversight files.
   Follow-up is important because
even though the organization has good
intentions it is up to you to make sure
that records management remains (or
in some cases becomes) a priority.
Occasionally someone from the
administrative staff will be put in
charge of the "files overhaul," and
certainly  this contact is valuable, but
there is no substitute for regular
contact with managers. Their support
is crucial for successful
implementation of  a Records
Management Plan.
   These are some  of the Record
Management lessons learned in Region
IV. If anyone has questions, or would
like to discuss any  of the points in
more detail, please don't hesitate to
call (404) 347-2401 x4330, or E-mail
me at RuizJessica. *
m~

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                                                                                     INFO ACCESS
                                                                 APRIL 1995
  RM Speech from page 8
   control number is displayed, it
   shows the Agency has checked for
   duplication, allowed for public
   comments, and submitted a
   justification for OIRA review and
   approval.
*  It will require the government to do
   a better job at disseminating useful
   information to the public. Agencies
   will do this at cost, without creating
   excessive user fees.
   Since we have archivists in the
audience, let me add that the new
records management principles should
lead to a better preservation of those
records that belong to our national
heritage as well.
   Let me turn to commenting on what
you can expect next.
   At the beginning  of this new
Congress, the House Small Business
Committee was assigned joint
jurisdiction for paperwork reduction
and regulatory flexibility. We also
have jurisdiction for the Chief Counsel
for Advocacy within the Small
Business Administration, an office that
monitors the impact of regulations and
paperwork on small business. While
OIRA is a traffic cop, the Chief
Counsel is intended  to be the pit bull
for eliminating unnecessary burdens on
small business.
   As you all know, the Paperwork
Reduction Act and the Regulatory
Flexibility Act amendments were
contained in two titles of a bill entitled
the "Job Creation and Wage
Enhancement Act". This bill is one of
 the ten major parts of the "Contract"
 (With America).
   The PRA passed without a single
 dissent in either the House or Senate.
 All Republicans and Democrats were
 in agreement.
   The regulatory flexibility provisions
 were passed by the House with almost
 the same unanimity.  Those
 amendments will enable judicial
 review of whether Agencies consider
 alternative ways to reduce regulatory
 impacts on small business and
 strengthen the Chief Counsel's ability
 to fight for small business within the
 Executive branch and the Courts.
   I believe the Senate will act on the
Regulatory Flexibility amendments
after the Spring break. It too has strong
support from Democrats and will likely
become law.
   Recently, the President has been
making his own declarations on how to
eliminate regulatory and paperwork
excesses through "regulatory
reinvention initiatives". His philosophy
has been the same as the Congress' in
the two laws just discussed and
directed at reducing the burdens on
small businesses—"Protect people, not
bureaucracy; promote results,  not
rules; get action, not rhetoric.
Wherever possible, embrace common
sense."
   The President has directed EPA to
reduce its reporting and recordkeeping
burdens on businesses and
communities by 25 percent in one year.
On March 4th, he directed every
agency head to conduct a page-by-page
review of all their regulations now in
force and eliminate those that are
outdated. Agency heads are to begin
sending their reports to him by June
1st.
   The Congress will work with the
Executive Office in eliminating
unnecessary regulations. In the next
100 days, I envision the House Small
Business Committee will dedicate
considerable time to  oversight. The
Paperwork Reduction Act, the
Regulatory Flexibility Act, and the
President himself are establishing clear
measures to evaluate the reduction of
regulatory burdens. Now the challenge
will be to  see that the laws passed, and
directives issued, actually work.
   I believe the premium will be on
performance. We will have  a strong
traffic cop and pit bull who  should be
helpful. The hard work of oversight
and persistence will be a large part of
the next 100 day challenge.  I am
confident ARMA will enjoy
participating in this effort. I welcome
everyone's help to  see to it the job gets
done.
   Again, I congratulate you on today's
initiative to highlight a National
Records Management Day.  Good luck
and thank you. *

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INFO ACCESS
APRIL 1995
RECORDS AND INFORMATION SECURITY
The Environmental Protection Agency,
like many other public and private
organizations, has come to recognize
that the information it collects,
manages, and disseminates is an
invaluable asset. As such, information
resources are worthy of the same
concern for security the Agency
affords to its more tangible assets like
personnel, property, and funds.
   Failure to provide for information
security has many consequences. Lost,
destroyed, stolen, or inadvertently
released information exposes the
Agency to possible legal  action,
monetary loss, damage to
environmental  missions, and negative
publicity.
   Identifying the risks that
information resources are subject to is
a primary step  toward establishing an
effective  approach to security issues.
   While fires, floods, and other
natural disasters are obvious threats to
the security of records and
information, other less cataclysmic
risks are more  common. Some
examples include:
*  Computer terminals left unattended
   while logged into a program;
*  Sensitive documents left in the
   copier;
*  Computer diskettes stored in
   unlocked containers or desks
   overnight;
*  Copies of sensitive documents
   placed in recycling containers;
*  Confidential documents sent to an
   unsecured fax machine; and
*  Sensitive documents left lying
   around at home.
                      EPA's  INFORMATION  SECURITY  PROGRAM  UPDATED
                       The revised EPA Information Security Manual and the revised Chapter
                       8 (Information Security) of Directive 2100 were submitted for agency-
                       wide Green Border Review on March 22, 1995, with comments due by
                       April 12, 1995. The revisions provide clear instructions for the preservation
                       of the Agency's information resources and more clearly define the roles of
                       individuals responsible for ensuring that information safeguards are in
                       place.
                         On April 3, 1995, the Office of Management and Budget (OMB)
                       released its proposed revision of Circular A-130, Appendix III—Security of
                       Federal Automated Information. Among other significant changes, the
                       revised circular shifts more accountability for safeguarding Federal
                       information to the individual's level. To bolster and implement this reform,
                       Agencies will be required to develop and enforce risk-based rules of
                       behavior.
                       Addressing the risk to information
                    resources from natural disasters is
                    essentially a defensive exercise.
                    Disasters can only be planned for, not
                    predicted or prevented. Identifying and
                    protecting vital records and creating  a
                    disaster recovery plan will help ensure
                    the Agency's mission is not
                    compromised.
                       The key element in responding to
                    most of the other risks information
                    resources are exposed to is the security
                    awareness of each employee. Employees
                    should know which records they are
                    responsible for and who has authorized
                    access to those records.  They should
                    understand the security precautions
                    built into paper and electronic  systems
                    and avoid intentionally or inadvertently
                    bypassing them. Finally, employees
                    should be aware of their legal  and
                    ethical requirements to protect and
                    preserve the information for which they
                    are the custodians. +
FOR MORE INFORMATION
Information is increasingly being
acknowledged as a valuable
organizational product or good in
and of itself—a commodity. In the
not too distant future, all
information managers will need to
understand the full range  of
information resources that are
vulnerable to information security
risks. Along with this will come
the need to develop effective
policies, systems and procedures
in organizations to reduce these
risks and improve protection
strategies.
   For a good discussion on this
topic, see Records Management
Quarterly, January 1995 for an
article entitled Information
Security: An Overview and
Resource Guide for Information
Managers, by Lisa B. Hill and
Dr. J. Michael Pemberton.

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                                                                                       INFO ACCESS
                                                                  APRIL 1995
 Common Filing from page 7
fasteners, a two division folder will
actually have four surfaces to which
records can be fastened. One typical
folder of this type within government
is frequently referred to as a "six-part"
folder.
   Expansion Pockets—Pockets are
usually made of a red fibre-type
material with expansion gussets  on
three sides. These are used for large
files or bound material when fastening
to a folder is not feasible or desired.
They are available with top and  end
tabs.
   Regular folders are sometimes
placed inside them to divide a file.
This can be awkward because the
interior folders are too large to fit
properly. It is more efficient to label
individual folders properly and take
care to file them in the correct record
series.
   There are various capacities for
these pockets, 1", 2", 4" and sometimes
larger. Very large sizes should be used
with caution.
   Hanging or Suspended Folders—
Folders that are hung from metal rods
found in  file drawers. Plastic tabs are
inserted on the top to identify the
contents. Like regular folders these are
designed for 3/4 inches capacity. Many
times, regular folders are placed inside
hanging folders. If they are, they
should be labeled with the three  digit
EPA code to  match the hanging  folder.
This facilitates properly refiling  the
records when the inside folder is
removed for use.
   Clips are available to fasten these
hanging folders together, forming  an
accordion-like arrangement in the
drawer. This is done to prevent records
or folders from falling between the
hanging folders.
   The practice of removing hanging
folders to carry records should be
discouraged at all costs. The ability to
ensure proper refile is lost. More
importantly, the hooks catch on
clothing, people, other folders,
briefcases and more.
   If thick files are to be placed in
hanging folders, a model known as a
"box bottom" is available. This folder
folds out flat at the bottom and a piece
of stiff board (supplied with the folder)
is inserted so that the bottom stays flat.
Used properly, contents will stay down
in the folder and not get caught in the
top of the drawer opening. This varies
from cabinet to cabinet, and the inside
folders may need to be smaller, or the
hanging folders deeper.
   Do not put too many hanging
folders in the drawers because they
will creep up and get caught in the
drawer opening. Leave room for
expansion as records are added.
   Fasteners—Manila, kraft and
pressboard folders can have fasteners
installed. While holes can be punched
in the folders and have fasteners
placed, it is not recommended. The
back part of the fastener on the outside
of the folders will cause them  to catch
on each other and damage the folder
and papers. Factory-installed fasteners
are far superior. There are metal
fasteners as well as plastic fasteners.
Metal fasteners are cheap and widely
available, but if frequently used can
result in damage to the file and to
users' fingers. Plastic fasteners are
generally more expensive and less
sturdy but may be easier on the
documents and the users.
   Labels—Labels should be used to
identify the record series code, date,
and the contents of folders and
pockets. Writing or typing directly on a
folder is not only tedious, is less
legible and the process can damage the
container.
   Pressure-sensitive labels are the
most commonly used. Gummed labels
are still available, but should be
avoided since their adhesive life is
limited.
   Label Size—The temptation to use
large labels on folders should be
avoided. Labels should be as simple as
possible so the extra space isn't
needed. Three lines or less is
optimum. A regularly sized file folder
label (usually 3-1/2"  x 5/8") is the best
to use.
   Label Application—The ability of
the label to stay adhered to the filing
container can be affected by many
factors. Most common is the person
applying the  labels getting their fingers
in the adhesive, particularly if they  are
wearing hand lotion.
   The age of the label is another
factor (maximum shelf life is 3 years),
and the condition of the filing

     Common Filing continued on page 15

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INFO ACCESS
APRIL 1995
AROUND THE RECORDS NETWORK
OARM AND AO
CONTINUE INVENTORY PROJECTS
Inventories for the Office of the
Administrator (AO) and the Office of
Administration and Resources
Management (OARM) continue at
Headquarters. The AO is continuing
its detailed inventories, and OARM is
nearing completion of its detailed
inventories.

OECA COMPLETES INVENTORY
The Office of Enforcement and
Compliance Assurance completed an
abbreviated records inventory.  The
report represents a first attempt to
inventory OECA records and provides
the best information to date on  OECA
records. It also offers recommendations
for improving records management in
the office.

REGION 4 INVENTORY
Region 4 has inventoried over
6,000 feet of records in its Waste
Management Division. Roughly one
third was classified as technical
reference.

REGION 8—MONTANA
OPERATIONS OFFICE
Records Awareness Week and
National Records Management Day
received a lot of publicity in Montana.
Important activities included public
service announcements made by the
Secretary of State on display in
Helena, Butte, Billings, Missoula, and
Great Falls, and a proclamation by the
Mayor of Helena. The Superfund
                    Records Center in Helena was
                    included in an AP press release that
                    invited the public to stop by and see
                    what the records center has to offer.
                    Fact sheets and other statistical charts
                    were prepared as handouts.

                    REGION 9
                    The grand opening of the new
                    Superfund Records Center in Region 9
                    was held on March 23, 1995. More
                    than 200 EPA staff, contractors, and
                    citizens attended the special event
                    which included a ribbon-cutting
                    ceremony. Records center staff gave
                    tours of the 8,600 square foot facility
                    which includes greatly  expanded
                    departments for public  viewing and
                    circulation, on-site box storage, and
                    document processing. Guests had the
                    opportunity to view and participate in
                    demonstrations of the Superfund
                    Document Management System
                    (SDMS) optical disk imaging system,
                    circulation control using barcodes,
                    document-level indexing and on-line
                    searching, and preparation of files for
                    the FRC. The open house also included
                    photo displays showing the progression
                    of the build-out and the move.

                    AWBERC
                    WALKTHROUGH INVENTORY REPORT
                    Scope of Project
                    From November  1994 to February
                    1995 AWBERC records staff and
                    liaisons completed a walkthrough
                    inventory of EPA employee records.
                    All record and non-record paper files
and subscriptions were measured and
divided into four categories:
*  Program (EPA records related to in-
   house and extramural research)
*  Administrative (EPA records related
   to administrative issues)
*  Reference (non-record material
   including journals and reprints)
*  Personal (non-record personal
   material)
   Blank forms, software manuals,  and
books were excluded from the
walkthrough inventory.
Project Outcome
The walkthrough inventory assisted
records management personnel in
planning for the in-depth inventory
(begun in April) and identifying
programs with particular records
management needs. The walkthrough
also allowed the Records Management
Officer and Liaisons an opportunity to
promote the new filing plans recently
adopted in all labs and OARM. The
contractor records manager was also
able to offer assistance to several staff
members in reorganizing their paper
files according to Lab/OARM file
plans.
   The walkthrough inventory
indicated 504 AWBERC staff
members are maintaining over 15,928
linear feet of records in their office
areas, hallways or individual  storage
areas. Additionally, AWBERC's on-
site records center contains an
additional 2,371 cubic feet of records.
Although the walkthrough identified
some problem areas, there are
Q

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                                                                                      INFO ACCESS
                                                                 APRIL 1995
 programs participating in successful
 records management activities
 including centralized filing and the use
 of technology to more efficiently
 manage records.
 Note from NRMP
 For those of you just starting your
 inventories, AWBERC prepared an
 excellent Inventory Training Script to
 prepare their people for the inventory
 process. The agenda covers  the
 purpose of the inventory and provides
  Common Filingliom page 13
container being used. If it is dirty, bent
or the surface is rough, the adhesive
will not work well. The humidity in the
room at the time of application is also a
factor.
   Label Layout—Each label should
include the applicable EPA record
series three digit file number and a
description of the contents of the
folder. The date of the material should
be clearly shown so as to facilitate
easier file breaks and file purges.
   Drawer Labels—The process of
finding files quickly  can be enhanced
when drawers, doors and/or shelf
ranges are labeled for the contents. The
identification can be  by  series using
the EPA series number,  then more
detailed as necessary. Typed labels
will do, although larger  characters are
more  effective.
   Guides—File guides  act as a
signpost to signal major divisions
(breaks) in a file series. They are
usually a single sheet of pressboard
 an explanation of what to expect, an
 outline of the progression of events,
 and a list of the tools needed to start.
 There  is  also a module which includes
 a detailed discussion of the inventory
 process for paper and electronic
 records,  and describes what record and
 non-record material that the people in
 the office can expect to find during the
 inventory.
   For more information on how the
 script worked for them, call Sue
 Mercurio-Hoover at AWBERC at
with a metal tab attached. A label is
prepared to be inserted into the tab.
   In an alphabetic system, the guides
might signal the beginning of each
letter. In a numeric system, they would
signal major number break, say, by
hundreds. This gives the person
looking for the record an idea of where
they are in the system.
   System Summary—Think of each
of these parts of a system in the
context of a road map. The file drawer
label acts as a neighborhood locator,
the file guide as a street sign, and the
folder label as a house number.

DAILY Do's AND DON'TS
*  Do use a folder or pocket at no
   more than its designed capacity.
*  Do choose the weight (thickness) of
   the folder or pocket depending on
   duration and frequency of use.
*  Do choose fasteners when necessary
   to ensure that papers stay in the
   folder, or to divide the contents.
 (513)569-7751 or E-mail at
 Mercurio.Sue, or call Sheryl Drexelius,
 (contractor) at (513) 569-7747 or E-
 mail Drexelius.Sheryl.
   You can use this inventory training
 script as the basis for your own
 training program. Amend it to fit your
 particular office's inventory
 preparation needs and personality.
 Contact NRMP via E-mail on All-in-
 One at Sallaway.Susan for an
 electronic copy of this program. *
*  Do prepare labels with required
   EPA series number and adequate
   information to describe the contents,
   as brief as possible. Include dates
   on all labels.
»  Don't remove hanging folders from
   the drawer.

LABELS
*  Do apply labels carefully. Keep
   fingers out of the adhesive.
*  Do use letter size folders only. The
   vast majority of documents are now
   letter size. If legal size pages are
   encountered in a folder, just fold
   them over. Legal size folders take up
   to 25% more space, 95 to 99% of
   which is wasted.
*  Don't write or type folder
   information directly on the folder—
   use labels.
»  Don't bend folders. Bending
   breaks down the fiber and shortens
   their life. *

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INFO ACCESS  •  APRIL 1995
 MAP MAINTENANCE  AROUND THE NETWORK
We recently took an informal survey of
a number of records operations to find
out how they dealt with maps. We
were particularly interested in finding
out how they managed oversized items
and linked them to the related files.
   In general, oversized items (maps,
aerial photos, etc.) are handled two
ways, depending on whether the
records center operation has access to
an automated data base. Those
operations that do not have access to
automation use  a cross reference or
"slip sheet" system. They place a sheet
of paper in the appropriate file that
indicates where oversized materials
such as maps can be found. Those
operations that do have access to
automation  will enter map information
into a data base. Some operations (for
example, a number of Superfund
records centers) have document-level
indexing that allows them to include
information on all records, regardless
of format, in the same data base.
   Maps are maintained in a variety of
ways—map drawers, cabinets and
boxes with "cubby" or "pigeon" holes,
hanging files and holders, stacked on
shelves, and folded and placed in
standard folders.
   The following are details from some
of the records operations.
   Region 1 Superfund—Remedial
program maps are placed in map
drawers and "oblique" files. Staff
place a cross reference sheet in the site
file and produce a list of maps to
indicate where they can be found.
Removal program maps are folded and
placed in the file folder whenever
possible. If this is not possible, a slip
sheet giving the location of the
oversized item is placed in the folder.
Folder numbers are also placed on
each map.
   Region 2 Superfund—Maps are
filed in map cabinets with "cubby
holes". The file structure has a section
for "imagery" and a cross reference
sheet is placed in the site file indicating
there are maps for the site.
   Region 3 Superfund—Maps are
placed in "pigeon holes", part of their
mobile filing cabinet system.
Information is entered into their
tracking system. If maps will fold up,
they are placed in the appropriate site
folders.
   Region 4 Superfund—Oversized
maps are sent to the regional records
center. Information is entered into a
data base, identifying the site
identification number, name of map,
and the number of volumes (if
needed). A report  listing all the maps is
sent back to the program.
   Region 5 RCRA—Rolled facility
maps and blueprints stacked in an "out
of the way" place  in the back of the
records center. They are trying to find
appropriate storage containers to
enhance the accessibility.
   Region 5 Water—Some maps are
folded  and placed in facility files  and
others are in a map cabinet, filed
alphabetically by facility.
   Region 5 Superfund—Maps kept
separately in hanging map cabinets,
filed by State. A "see" reference sheet
is placed in the appropriate site file
folder. They also specify there is a map
in the site specific index in the
appropriate subsection by  saying "see
map cabinet". Folder size maps are
placed in the site file but large rolled
maps are kept together in the back of
the Records Center.
  Region 6 Superfund—Maps are
not cataloged at the present time. Plans
are  to use software to manage them.
  Region 6 Water—Maps are rolled
up and filed in "cylinder" boxes and
identified by permit number. Cross
reference information is placed in the
appropriate permit file. Staff are
currently implementing software  and
map information is entered as
historical background  information.
  Region 7 Waste Management
Center—Maps  are stored in roll and
flat map cabinets. They are indexed
into a data base that indicates the map
cabinet and location of the map. Aerial
photos  are stored in "plan hold"
hanging map cabinets. They are
arranged alphabetically by site or area
and indexed into the data base.
  Region 8 Superfund—Oversized
documents  are maintained  on
microfiche  (filed alphabetically by
site), in original form in  a map cabinet
or map box (filed alphabetically by
site), or folded and included within
reports. Each map or other oversized
document is assigned a document
number and information is entered into
the  Inmagic site data base.

  Map Maintenance continued on page 18

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                                                                                    INFO ACCESS
                                                                APRIL 1995
JUSTICE
On January 19. 1995, a Silver Spring, Maryland attorney was convicted in a  case
involving criminal unauthorized destruction of Federal records.  The following is a
statement made by the Department of Justice on the day of the sentencing.  The
defendant cannot ever be reemployed by the Federal Governmental and  was
disbarred by the State of Maryland.
United States Attorney Eric H. Holder,
Jr., announced that Attorney Lawrence
Gottfried, 50, of Silver Spring,
Maryland, was sentenced in the United
States District Court to 15 months in
Federal prison for mutilating and
destroying government records
belonging to the Department of
Veteran's Affairs.
   From March of 1971 until his
resignation on August 9, 1994,
Gottfried was employed  as an
Attorney/Advisor at the Board of
Veteran's Appeals (BVA) in
Washington, D.C. The BVA is the
division within the Department of
Veteran's Affairs that is  responsible
for handling thousands of appeals filed
by veterans whose medical disability
claims have been denied by local VA
offices. Gottfried's primary
responsibility was to review claims  file
of individual veterans, which
contained medical and service records.
Upon conducting this review, Gottfried
had two options. He could either draft
a decision on the merits of those claims
or he could recommend that a
particular veteran's case be remanded
to the local BVA office for the addition
of information or documents missing
from the file. Generally, it was faster
and easier for Gottfried to take the
latter course of action.
  In late 1993, one of Gottfried's
supervisors began  to suspect that
Gottfried was recommending that
cases be remanded even though the
documents needed or a decision  were
already in the veteran's files. An
investigation was opened by the
Inspector General's Office, and from
February to May 1994, the DIG
monitored and copied 36 veterans'
case files before they were assigned to
Gottfried for processing. The
investigation showed that in 32 of
these cases Gottfried removed
documents from the files and then
recommended that these cases be
remanded because of the missing
information. On May 17, 1994 an OIG
agent found numerous mutilated and
discarded veteran's documents in the
trash left at the  curb side of Gottfried's
house. On May  20, 1994 the OIG
found more veteran's documents while
executing a search warrant at
Gottfried's house.
   In July of 1994, Gottfried pleaded
guilty and was sentenced by Judge
Stanley S. Harris to  15 months in
prison. He was  also  ordered to repay
the BVA $39,000 in restitution costs.
   This case was the result of an
investigation headed by Special Agent
Warren Lee at the Department of
Veteran's Affairs, with the assistance
of the BVA. U.S. Attorney Holder
commended the efforts of the OIG and
those of AUSA Suzanne Curt, who
prosecuted the case. •*
 NRPM Update from page 7
specific schedules, they are only being
circulated to the program itself, the
Office of General Counsel, and the
Office of Inspector General. Office of
Water program schedules and a second
(much smaller) set of agency-wide
schedules will be next.
Training Available from AIIM
The Association of Information and
Image Management (AIIM) is offering
two training classes in May in the
Washington DC area. "Communication
in Document Management" is being
offered May 3, 1995. The instructor is
Don M. Avedon. "Implementing
Imaging Systems Utilizing
Commercial-off-the-Shelf (COTS)
Components" is offered on May 23,
1995, by Tom Dale. Cost is $100 for
AIIM members, $150 for non-
members.  *

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INFO ACCESS  •  APRIL 1995
ASK DR.  RECORDS
   Are video recordings of conferences
   or audio recordings of
   teleconferences considered records?
                                          destroyed once the transcription is
                                          complete and verified.
   Yes they are records, assuming they
   are videos or recordings of agency
   meetings, etc. The question is how
   long must they be retained. The
   Code of Federal Regulations (36
   CFR 1228.38f) requires that
   Agencies document "important
   board, committee, and staff
   meetings." This may be done by
   taking minutes, but programs may
   choose to have technology do the
   work for them. In those cases, the
   audio or video recordings should be
   retained  as long as transcribed
   minutes  would be saved. Normally,
   except for meetings or addresses of
   historical importance (e.g., a video
   recording of a major address by the
   Administrator) audio and video
   recordings used to develop written
   transcriptions or minutes can  be
 Map Maintenance from page 16
   What, if anything, does the CFR say
   about drafts?
   Not much that is helpful. 36 CFR
   1222.34 (c) discusses working files
   and similar materials. It says:
   "Working files,  such as preliminary
   drafts, rough notes, and other similar
   materials shall be maintained for the
   purposes of adequate and proper
   documentation if (1) They were
   circulated or made available to
   employees, other than the creator,
   for official purposes such as
   approval, comment, action,
   recommendation, follow-up, or to
   communicate with agency staff
   about agency business; and (2) They
   contain unique information, such as
   substantive annotations or comments
   included therein, that adds to a
   proper understanding of the
   Agency's formulation and
   execution of basic policies,
   decisions, actions, or
   responsibilities."
   Part (1) is easy enough to
   understand, and is a basic test of
   what is a record. However, (2) is
   less clear about what it covers.
   Drafts created during the regulatory
   development process are clearly
   included; drafts of general
   correspondence, drafts for most
   publications, and drafts of other
   routine documents are clearly
   excluded. But is a permit a decision
   or action for which all drafts with
   "substantive annotations" must be
   saved? To be on firm footing,
   programs need to develop  specific
   recordkeeping requirements
   concerning the maintenance of
   drafts for their major programmatic
   activities and coordinate the
   requirements with records
   managers and legal counsel.
  Region 9 Superfund—Oversize
documents, including maps, are filed in
a map case arranged alphabetically by
site name and within each site by
document number. Odd-sized or
unusually shaped oversize documents
are  placed in a designated storage area.
Information on the documents is
entered into the subject field of the site
data base. Information included in the
field includes title, scale information,
color or black and white, whether a
clear plastic overlay is included, and
authorship.
   Region 10 RCRA—Maps are
stored vertically in map boxes and
identified by the facility identification
number. The "rainbow" filing system
has a section in its. filing structure for
maps and other imagery. A blue cross
reference sheet is placed in the
appropriate folder with the description
of the material and its location.
  Region 10 Superfund—Oversized
maps are bar coded, rolled up, and
placed into a vertical map  box.
Information is added to the site file
index and a slip sheet is placed in the
site file. +

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                                                                                  INFO ACCESS  •  APRIL 1995
CONTACT LIST  UPDATES
Office of the Administrator
m> Principal Contact: Frank Rusincovitch;
  (202) 260-4070; Fax: (202) 260^474;
  1104; Dmail: Rusincovitch.F
**• Alternate Contact: Hsiu-Mei Hung;
  (202) 260-8802; Fax: (202) 260-4474;
  1104; Dmail: Hung.Hsiu-Mei

Office of Executive Support
e> Principal Contact: Tanya Meekins;
  (202) 260-4355; Fax: (202) 260-3522

**> Alternate Contact: Harriett Benbow;
  (202) 260-4057; Fax: (202) 260-4474

Delete the following from list:
*> Lori Wynne*; (202) 260-8557
'••- Office of Communications Education &
  Public Affairs: Sheri Jojokian; (202)
  260-5283; 1701:

Office of General Counsel

e> Principal Contact: Jacqueline G.
  Brown; (202) 260-4308; Fax: (202) 401-
  1617; 2312; Dmail: Brown.Jacqueline

Office of Water
**> Alternate and Docket Contact: Gloria
  Posey; (202) 260-3983; Fax: (202) 260-
  5711; 4102; Dmail: Posey.Gloria
Office of Solid Waste and
Emergency Response
^ Bette Drury*; (202) 260-6757; 5103;
  Dmail: Drury.Bette
^ Waste Management Division: Delete
  Georgene Boiling

Office of Prevention, Pesticides
and Toxic Substances
*> Pesticides Docket: Calvin Furlow; (703)
  305-5937; Fax (703) 305-5884; 7506C;
  Dmail: Furlow.Calvin
Region 6
Region 2
290 Broadway, New York, NY
10007-1866
% Regional Records Officer: Robert A.
  Messina; (212) 637-3336; Fax: (212)
  637-3354; Dmail: Messina.Bob
^ Alternate Contact/Archiving and
  Disposal: Maria Mendoza; (212) 637-
  3335; Fax: (212) 637-3354; Dmail:
  Mendoza.Maria
** RCRA RMO: Joseph Clore; (212) 637-
  4163; Fax: (212) 637-4437; Dmail:
  Clore.Joseph
«*> Water: Ari Harris; (212) 637-3763;
  Dmail: Harris.Aristotle
    DOCKET WORKGROUP AMENDS  VISION STATEMENT
  In a series of three meetings held at Crystal Station in Virginia, the Docket
  Workgroup rewrote the Vision Statement, set new goals, and began to
  prepare a Work Plan for the rest of FY95 and for FY96. The Workgroup
  has also made major headway updating the Docket Guidance Manual. The
  Vision Statement is a dynamic document that will be revised periodically,
  as needed.

  FINALIZED VISION STATEMENT:
  "The Agency Docket Network will meet its dual mission of supporting the
  Agency's regulatory process and providing high quality public access by
  simplifying access to information across docket facilities, coordinating
  policies, procedures, and operations; and utilizing advanced information
  technology."
*• Water RMO: Delete Jo Taylor

Region 9	

95 Hawthorne Street, Suite 403-S,
San Francisco, CA  94105-3901
°- Superfund Records Manager/Remedial
  AR Coordinator: Add under Elaine
  Chan
*>• Margaret Morkowski; (415) 744-2382;
  Fax: (415) 744-1917; H-7^1; Dmail:
  Morkowski.Margaret
*• Superfund Removal AR Coordinator:
  Sandy Farber; (415) 744-2303; Fax:
  (415) 744-1916
"'• Superfund Records Center Manager:
  Diane White*; (415) 536-2036; Fax:
  (415) 764-4963; H-7-4; Dmail:
  White.Diane

Environmental Research
Laboratory/ORD
Athens, GA	

^ Laboratory Records Manager: Janice
  Sims; (706) 546-3302; Fax: (706) 546-
  2018

Environmental Monitoring
Systems Laboratory (EMSL)
Cincinnati, OH	

^ Records Support: Diana L. Irwin; (513)
  569-7485; Fax: (513) 569-7424; Dmail:
  Irwin.Diana

National Vehicle and Fuel
Emissions Laboratory (NVFEL)
Ann Arbor, Ml	
**> Records Support: Delete Debra Talsma
^ Records Support: Cindy Livingston;
  (313) 668-4311; Fax: (313) 668-4525;
  Dmail: Livingston, Cindy

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