(!|||plp!|HSB!B^

                                                 [ERW220BI93!02(
                                                 ii;993IE'ditior

                               NRMP




-------
•     '   *    -  .-,  ¥'•»*'"-''»\ "*.''•-" 3* •   , .   *"*••>   ?  ,      •     '"i-l"1  "•-iV    *"   ''J  •«.   " *~	"  -"  ""     •. ,  i .1 '.0'  V"     -•  •">-•*"-.. *--W"v "*-•-.-  ''\v-,E.;-•'        "   ^-',  ,
                                -                  i-      '              ,•••      "• -          ',. '          •  ,           ;"                  •  -•       ,   - "*•        ..   •            JT.*,-.         --                •    ,

-------

                             EPA/220B-93-020
                             1993 Edition
       ACCESS EPA

       Records Management
       Programs
       Information Access Branch
Information Management and Services Division
   U.S. Environmental Protection Agency
          401M Street, SW
        Washington, DC 20460
            HtADQUARTFRS LIBRARY
            ENVrfJOi^MENTAL PROTECTION AGENCY
            WASHINGTON, O.C. 20460

-------

-------

                            Contents
INTRODUCTION	vii

RECORDS MANAGEMENT PROGRAMS

National Records Management Program
  Washington, DC	„..!

Headquarters Records Management Program
  Washington, DC	3

Principal Records Management Contacts for EPA Headquarters Offices	4

Office of Inspector General (OIG), Office of Management,
  Resources Management Division	7

Office of Policy, Planning & Evaluation (OPPE)	1	8

Office of Research and Development (ORD), Records Management Program ... 9

Office of Solid Waste and Emergency Response (OSWER) Records
Management Program	10

Office of Water (OW) Records Management Program	11

Regional Records Management Program (Reg. 1)	12

Hazardous Waste Superfund Remedial Records Management
  Program (Reg. 1)	13

Hazardous Waste Superfund Removal Records
  Management Program (Reg. 1)	14

Environmental Research Laboratory/ORD
  Records Management Program
  Narragansett, RI	„	_. 15

Regional Records Management Program (Reg. 2)	....16

Hazardous Waste Superfund Records Management Program (Reg. 2)	17

Regional Records Management Program (Reg. 3)	'.	18
                                m

-------
Hazardous Waste Superfund Remedial Records
  Management Program (Reg. 3)	19

Central Regional Laboratory (CRL) Records Management Program	20

Regional Records Management Program (Reg. 4)	21

Hazardous Waste Superfund Records
  Management Program (Reg. 4)	..	22

Office of Administration and Resources Management
  Records Management Program
  Research Triangle Park, NC	24

Air and Energy Engineering Research Laboratory
  Records Management Program
  Research Triangle Park, NC	25

Atmospheric Research and Exposure Assessment Laboratory
  Records Management Program
  Research Triangle Park,NC (Reg. 4)	26

Environmental Research Laboratory/ORD
  Records Management Program
  Athens, GA (Reg. 4)	27

Environmental Research Laboratory/ORD
  Records Management Program
  Gulf Breeze, FL (Reg. 4)	28

Health Effects Research Laboratory/ORD
  Records Management Program
  Research Triangle Park, NC (Reg. 4)	.	29

National Air and Radiation Laboratory
  Records Management Program
  Montgomery AL (Reg. 4)	30

Environmental Criteria and Assessment Office
  Records Management Program
  Research Triangle Park, NC (Reg. 4)	31

Regional Records Management Program (Reg. 5)	32

Waste Management Division
  Records Management Program (Reg. 5)	,34
                                 IV

-------
Office of Administration and Resources Management
  Records Management Program
  Cincinnati, OH (Reg .5)	:	35

Environmental Monitoring Systems Laboratory/ORD
  Records Management Program
  Cincinnati, OH (Reg. 5)	36

Environmental Research Laboratory/ORD
  Records Management Program
  Duluth, MN (Reg. 5)	37

National Vehicle and Fuel Emissions Laboratory (NVFEL)
  Records Management Program
  Ann Arbor, MI (Reg. 5)	38

Environmental Criteria and Assessment Office
  Records Management Program
  (Cincinnati) (Reg. 5)	39

Regional Records Management Program (Reg. 6)	40

Hazardous Waste Superfund Remedial
  Records Management Program (Reg. 6)	 41

Robert S. Kerr Environmental Research Laboratory
  Records Management Program
  Ada, OK (Reg. 6)	.".	42

Regional Records Management Program (Reg. 7)	43

Hazardous Waste Superfund Remedial
  Records Management Program (Reg. 7)	44

Hazardous Waste Superfund Removal
  Records Management Program (Reg. 7):	45

Environmental Services Division	46

Regional Records Management Program (Reg. 8)	'.	47

Hazardous Waste Superfund Remedial
  Records Management Program (Reg. 8)	48

Hazardous Waste Superfund Removal
  Records Management Program (Reg. 8)	;.,„ 49

-------
Regional Records Management Program (Reg. 9)	50

Hazardous Waste Management Division Superfund
  Program Records Management Program (Reg. 9)	51

Environmental Monitoring Systems Laboratory (EMSL)
  Records Management Program
  Las Vegas, NV (Reg. 9)	52

Regional Records Management Program (Reg. 10)	53

Hazardous Waste Superfund Records
  Management Program (Reg. 10)	54

Environmental Research Laboratory
  Records Management Program
  Corvallis, OR (Reg. 10)	56

Appendix A
Alphabetical Index	57

Appendix B
Agency Records Management Policy	61

Appendix C
EPA Records Management Tools	67
                                 VI

-------
                            Introduction
Records Management Programs is designed to allow EPA staff and the public to
identify records management contacts in each facility or program, and to
facilitate communications among records managers Agencywide. It contains
information about the records management programs and the services they offer.

Entries are arranged by EPA.organizational structure. Headquarters records
management programs are listed first, followed by the ten Regions in which the
network is located.  Additional records programs, including Laboratories and
Superfund, are listed after the entry for their Regional records management
program. An alphabetical cross-reference to these records programs is included
in Appendix A, "Alphabetical Index."

The National Records Management Program at Headquarters provides the
overall framework to accomplish the mission, issues Agencywide policy and
guidance, and provides client and records network communication. Regions and
Laboratories designate a Records Management Officer to implement records
management programs, and carry out records management responsibilities in
their area.  Appendix B, "Agency Records Management Policy," explains the
Agency's records management structure and responsibilities and references the
Federal legislation and supporting regulations which govern the records
management programs of all Federal Agencies.

The mission of the Agency's records management program is to provide records
management leadership and expertise to all Agency programs. The main
objectives of the Agency's records management program are to ensure access to
facilitate environmental decision making, and manage records in the most
efficient and economical manner. These objectives are achieved through a
comprehensive program of policy and guidance development, communication
and outreach initiatives, education and training, and direct services to programs.
Appendix C, "EPA Records Management Tools," provides a list of publications
that form the backbone of a records management program. These tools are
divided into three categories: Essential tools which include regulatory,
standards, and policy publications; Useful tools covering additional sources of
helpful information; and a selected list of National Archives and Records
Administration (NARA) Publications. This Appendix may be reproduced and
used for ordering purposes.
                                  vu

-------
The information in this Records Management Programs is based on a survey of
records management programs conducted by the Information Access Branch,
Information Management and Services Division, Office of Information Resources
Management. A copy of the "Records Management Survey" form is located in
the back of the directory for programs that may not be included in this edition.
Completed forms and questions about the directory should be sent to:

                            Michael Miller
            National Prograrrr Manager for Records Management
            Information Management and Services Division, 3404
                  U.S. Environmental Protection Agency
                           401M Street, SW
                        Washington, DC 20460

                            (202)260-5911*
                                vm

-------
NATIONAL RECORDS MANAGEMENT PROGRAM                        ••

                                                                       w
                                                                 "  .  '  O
Address:               U.S. Environmental Protection Agency                g
                       Information Management and Services Division        o
                       Office of Information Resources Management          DC
                       401M Street, SW, 3404
                       Washington, DC 20460

Fax:                   (202) 260-3923

Principal Contact(s):

    Name:             Michael L. Miller
    Responsibility:      National Program Manager for Records
                       Management
    Telephone:         (202) 260-5911
    Email:             MILLER.MICHAEL—OIRM

    Name:             Gloris J. Butler
    Responsibility:      Coordinator for Dockets Network
    Telephone:         (202) 260-3639
    Email:             BUTLER.GLORIS

Description of Program: The National Records Management Program is
responsible for providing leadership and direction for the Agency's records
management program. Among its  responsibilities are developing an overall
records management strategy; producing the policy, procedures, and guidance
necessary to implement that program; cooperating with other units in OIRM in
developing policies and guidance on the application of technology to records
management; coordinating the program within the Agency and With interested
outside parties such as the National Archives and Records Administration;
representing the Agency  in interagency records management groups; and
assisting records programs across the Agency with advice and technical
expertise, especially the Superfund and Dockets programs.

Description of Services Provided: The National program provides a wide
range of services to EPA  records managers and staff. It develops guidance
products and training materials to meet the needs of the Agency's records
management staff; responds to requests for technical assistance on all aspects of
records management; operates the Docket and Records Management Networks;
coordinates communications and networking among records and dockets
managers Agencywide; promotes improved communications among records and
dockets managers through meetings, site visits, conferences, and the publication
of INFOACCESS, the Records Management Programs Directory and numerous other
publications; and coordinates relations with the National Archives and Records
Administration.

-------
Description of Finding Aids: The National staff maintains the official set of
Agency records disposition schedules, which serve as a high level finding aid to
all Agency records. The National program staff also maintains a,complete set of
Agency records management policy, guidance, and procedures, as well as a
reference collection of records management related materials.

-------
HEADQUARTERS RECORDS MANAGEMENT PROGRAM
                                                                 •   •   •
                                                                       to
Address:               U.S. Environmental Protection Agency               ff
                       Information Management and Services Division       o
                       Office of Information Resources Management          cc
                       401 M Street, SW, 3~404
                       Washington, DC 20460

Fax:                   -(202) 260-3923

Principal Contact(s):

    Name:             Harold Webster
    Responsibility:     Headquarters Records Officer
    Telephone:         (202) 260-5942
    Email:             WEBSTER.HAROLD
                         »
Description of Program: The Headquarters records management program is
responsible for providing operational records management support for all
Headquarters programs.

Description of Services Provided: The Headquarters program provides a wide
range of services to Headquarters offices to assist them in properly managing
their records. The Headquarters records management program provides
technical assistance on all aspects of records management, records disposition,
and filing procedures; briefs program managers on records management
responsibilities; trains staff in records management procedures; and assists in
retiring records to the Washington National Records Center. •

The National Records Management Program has also established a Records
Management Council consisting of a principal contact from each major
Headquarters program. The principal contact oversees records management in
that program, reviews draft policies and procedures, and advises the
Headquarters program on records management issues and needs. A list of the
Council members follows this entry.

Description of Finding Aids: The Headquarters staff maintains a complete list
of all records stored at the Washington National Records Center.

-------
PRINCIPAL RECORDS MANAGEMENT CONTACTS FOR EPA
HEADQUARTERS OFFICES
    Name:
    Responsibility:
    Mail Code:
    Telephone:
    Email:

    Name:
    Responsibility:

    Mail Code:
    Telephone:
    Email:

    Name:
    Responsibility:
    Mail Code:
    Telephone:
    Email:

    Name:
    Responsibility:

    Mail Code:
    Telephone:
    Email:

    Name:
    Responsibility:
    Mail Code:
    Telephone:
    Email:

    Name:
    Responsibility:
    Mail Code:
    Telephone:
    Email:

    Name:
    Responsibility:
    Mall Code:
    Telephone:
    Email:
Frank Rusincovitch
Office of the Administrator
1104
(202) 260-4070
RUSINCOVITCH.FRANK

Fredella Baylor
Office for Regional Operations and State/Local
  Relations
1501
(202) 260-4719
BAYLOR.FREDELLA

Susan Mulvaney
Office of Congressional and Legislative Affairs
1301
(202) 260-5420
MULVANEY.S

Sheri Johnson
Office of Communications, Education, and
  .Public Affairs
1701
(202) 260-5283
JOHNSON.SHERI

Carrie Pope
Office of International Activities
2640
(202) 260-4304
POPE.CARRIE

Katherine Lewis
Office of Administration and Resources Management
3101
(202)260-5954
LEWIS.KATHERINE

JoanAlcock
Office of Enforcement
2212
(202) 260-3049
ALCOCK.JOAN
                                4

-------
Name:
Responsibility:
Mai) Code:
Telephone:
Email:

Name:
Responsibility:
Mail Code:
Telephone:
Email:

Name:
Responsibility:
Mail Code:
Telephone:
Email:

Name:
Responsibility:
Mail Code:
Telephone:
Email:

Name:
Responsibility:

Mail Code:
Telephone:
Email:

Name:
Responsibility:
Mail Code:
Telephone:
Email:

Name:
Responsibility:
Mail Code:
Telephone:
Email:
Paul E. Frazier
Office of General Counsel
2310
(202)260-8052                         .
FRAZIER.PAUL

Patricia A. Lyttie
Office for Policy, Planning and Evaluation
2111
(202) 260-4339
LYTTLE.PATRICIA

Kennetta Galloway
Office of the Inspector General
2442
(202) 260-8970
N/A

Deborah Ross
Office of Water
4102
(202) 260-0173
ROSS.DEB

Lisa Jenkins
Office of Solid Waste and Emergency
  Response (OSWER)
5104
(202) 260-7951
JENKINS.LISA

Dawn Roddy
Office of Air and Radiation
6102
(202) 260-4993
RODDY.DAWN

Thomas Hooven
Office of Prevention, Pesticides and Toxic Substances
7101
(202) 260-2906
HOOVEN.TOM
tc
§
QC

-------
Name:
Responsibility:
Mail Code:
Telephone:
Email:
Lois Riley
Office of Research and Development
8102
(202) 260-9139
RILEY.LOIS

-------
OFFICE OF INSPECTOR GENERAL, OFFICE OF MANAGEMENT,
RESOURCES MANAGEMENT DIVISION
Address:
Telephone:

Fax:

Principal Contact(s):

      Name:
      Responsibility:
      Telephone:
      Email:
OIG/OM/RMD
U.S. Environmental Protection Agency
401M Street, SW (2410)
Washington, DC 20460

(202) 260-7333

(202) 260-6976
Kennetta Galloway
OIG Records Management Coordinator
(202) 260-7333
N/A
K
8
Ul
oc
Description of Program: The program coordinates the maintenance of records
in the centralized file rooms and assists in the management of administrative,
program, and technical support files for all Headquarters programs. Provides
guidance on records policy and procedures in accordance with the Records
Management Manual. Ensures records are maintained and disposed of
according to records schedules.

Description of Services Provided: The OIG Records Management Coordinator
provides program assistance in the following areas: coordinates the maintenance
of records in the centralized file room and the transfer and storage of records,
ensures personnel receive records training, updates file plans, responds to
records inquiries, and attends Records Council Meetings.

Description of Finding Aids: N/A

-------
OFFICE OF POLICY, PLANNING & EVALUATION (OPPE)
Address:
Telephone:

Fax:

Principal Contact(s):

      Name:
      Responsibility:
      Telephone:
      Email:
Program Administration and Resources Management
  Staff, 2111
U.S. Environmental Protection Agency
401 M Street, SW
Washington, DC 20460

(202) 260-4339

(202) 260-0275
Patricia A. Lyttle
OPPE Records Management Program Coordinator
(202) 260-4339
LYTTLE.PATRICIA
Description of Program: The OPPE Records Management Program coordinates
records management for all programs within OPPE and assists OPPE program
offices with records management activities.

Description of Services Provided: The OPPE Records Management Program
Coordinator works with the National Records Management Program to develop
guidelines and training to meet OPPE program and staff needs; coordinates
communication and networking among records managers within OPPE; and
responds to requests for technical assistance on all aspects of records
management.

Description of Finding Aids: N/A
                                 8

-------
OFFICE OF RESEARCH AND DEVELOPMENT, RECORDS MANAGEMENT   ••
PROGRAM                                                            •


Address:               U.S. Environmental Protection Agency               o
                       Office of Research and Development,                tr
                       Office of Research Program Management, 8102
                       401M Street, SW
                       Washington, DC 20460

Telephone:             (202)260-7462

Fax:                   (202) 260-0552

Principal Contact(s):

      Name:            Lois Riley
      Responsibility:    ORD Records Management Program Coordinator
      Telephone:       (202) 260-9139
      Email:            RILEY.LOIS

Description of Program: The ORD Records Management Program coordinates
records management for all programs within ORD both at Headquarters and in
the Laboratories, and assists ORD program offices with records management
activities.

Description of Services Provided: The ORD Records Management Program
through its Headquarters ORD Records Management Task Force, provides a
range of services to ORD records managers and staff. The program manager
works with the National Records Management Program to develop guidance
products and training specially tailored to ORD programs and staff; responds to
requests for technical assistance on all aspects of records management; and
works with ORD Headquarters and Laboratories personnel to improve and,
where appropriate, automate their records management procedures. The ORD
Records Management Program coordinates communications and networking
among records managers within ORD Headquarters and Laboratories offices,
between ORD and the National Records Management Program; promote
communication among records managers within ORD through meetings, site
visits, and conducting Telecommunications sessions with its Laboratories in the
field.

Description of Finding Aids: N/A

-------
OFFICE OF SOLID WASTE AND EMERGENCY RESPONSE (OSWER)
RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

      Name:
      Responsibility:
      Telephone:
      Email:
OSWER-IM
U.S. Environmental Protection Agency
5101
401 M Street, SW
Washington, DC 20460

(202) 260-8929
Lisa Tracy Jenkins
OSWER Records Management Program Coordinator
(202) 260-7951
JENKINS.LISA
Description of Program: The OSWER Records Management Program
coordinates records management for all programs within OSWER, both at
Headquarters and in the Regions, and assists OSWER program offices with
records management activities.

Description of Services Provided: The OSWER Records Management Program
provides a wide range of services to OSWER records contacts, managers and
staff. The program manager works with the National Records Management
Program to develop guidance products and training specifically tailored to
OSWER programs and staff; responds to requests for technical assistance on all
aspects of records management; and works with OSWER Headquarters and
Regional personnel to improve and, where appropriate, automate their records
management procedures. The OSWER Records Management Program
coordinates communications and networking among records managers within
OSWER Headquarters offices, between OSWER Headquarters and the Regional
offices, among Regional Hazardous Waste Division offices, and between OSWER
and the National Records Management Program; promoting communication
among records managers within OSWER through meetings, site visits, and the
OSWER records work groups. The Program sponsors projects to assist all
OSWER Headquarters offices and Regions in improving their records
management programs.

Description of Finding Aids: N/A
                                 10

-------
OFFICE OF WATER (OW) RECORDS MANAGEMENT PROGRAM            ••

                                                                       o
Address:               OW/PRMO/CIMS                                S
                       U.S. Environmental Protection Agency                o
                       4102                                            £
                       401 M Street, SW
                       Washington, DC 20460

Fax:                   (202)260-5711

Principal Contact(s):

      Name:            Deborah Ross
      Responsibility:    OW Records Management Officer
      Telephone:       (202)260-0173
      Email:            ROSS.D

Description of Program: The OW Records Management Program coordinates
records management for all programs within the Office of Water and assists OW
program offices with records management activities.

Description of Services Provided: The OW Records Management Program
provides a range of services to OW managers and staff. The OW records
management officer works with the Agency's National Records Management
Program to develop and foster records management procedures in accordance
with the Agency guidance. The OW records management officer coordinates
communication and networking among designated records managers within
OW Headquarters through briefings, site visits, and regular OW Records
Managers Network meetings. The OW Records Management Program provides
training tailored to OW programs and staff. The OW records managers respond
to requests from OW staff for technical assistance on all aspects of records
management.

Description of Finding Aids: N/A
                                 11

-------
REGION 1   REGIONAL RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Region 1
Regional Records Management Program
JFK Federal Building, PIM
Boston, MA 02203

N/A
Margo Palmer
Regional Records Officer
(617) 565-1495
PALMEKMARGO

Barbara A. Callahan (contractor)
Records Manager, Congress Street Records Centers
(617) 565-4905
CALLAHAN.BARBARA
Description of Program: Operates records centers for the Air Management
Division, the Water Management Division, and the Regional Office, The
program assists in the management of administrative, program, and technical
support files for all Regional programs. Major areas of activity include designing
and equipping the records centers; proposing Regional policies, procedures, and
standards for Regional records management; and developing program-specific
file structures.

Description of Services Provided: The Regional Records Management
Program provides program assistance in the following areas: conducting space
planning, retiring, and retrieving records; generating records holding reports;
creating file plans; developing file structures; assisting with records disposition;
and developing storage and retrieval systems.

Description of Finding Aids: Container Tracking System: An automated
system (Clipper) that locates records by room number and container and
provides a description of the records, activity level, and restrictions.

Regional Counsel Records Tracking System: An automated system (dBase HI)
that tracks records for cases, state programs, and other files and matches them
with Records Control Schedule numbers, cut-off dates, retirement dates, and
destruction dates.
                                  12

-------
REGION 1
Address:
HAZARDOUS WASTE SUPERFUND REMEDIAL
RECORDS MANAGEMENT PROGRAM
           U.S. Environmental Protection Agency
           Region 1
           Waste Management Division
           Records Center (HES CAN 6)
           90 Canal Street
           Boston, MA 02203
to
o
cc
o
a
cc
Fax:
Principal Contact(s):

    Name:
    Responsibility:

    Telephone:
    Email:

    Name:
    Responsibility:

    Telephone:
    Email:
           (617) 573-9662
           Margaret Meehan
           Remedial Administrative Record Coordinator,
             Superfund Records Manager
           (617) 573-9247
           MEEHAN.MARGARET

           Jim Kyed
           Head Librarian, Waste Management Division
             Records Center
           (617) 573-9656
           JKYED
Description of Program: The program operates the Waste Management
Division Records Center and is responsible for the creation and management of
the Administrative Record for Superfund Remedial sites and the organization of
the Superfund site files. Files include Resource Conservation and Recovery Act
(RCRA) and Superfund Administrative Records, National Priority List (NPL)
and Federal Facilities Dockets, and the Compendium Collections.

Description of Services Provided: The program provides support for EPA staff
in the areas of records maintenance, reference, retrieval, microfilming, and
litigation research. It also operates a public research room and responds to
telephone calls and written inquiries from the public.

Description of Finding Aids: The program maintains automated systems for
both RCRA and Superfund file structures and document tracking systems and
Contract Lab Program (CLP) tracking data. The RCRA records are compiled on
an in-house system (Docutrak).
                                 13

-------
REGION 1   HAZARDOUS WASTE SUPERFUNO REMOVAL
            RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Region 1
New England Regional Laboratory
Environmental Services Division (EEB-LEX)
60 Westview Street
Lexington, MA 02173-3185

(617) 860-4397
Pam Bruno (EPA)
Administrative Record Coordinator—Removals
(617) 860-4309
BRUNO.PAM

Lyn McCoy (contractor)
Superfund Removal Records Librarian
(701) 747-6600
MCCOY.LYN
Description of Program: The Superfund Removal Records Management
Program provides records management support to the Emergency Planning and
Response Branch and is responsible for the creation and management of
Administrative Records for Superfund Removal Actions. Laboratory Records are
controlled within the programs.

Description of Services Provided: The program provides support for EPA
staff in the areas of Administrative Record creation, site file organization,
reference, records retrieval, and litigation research. It also coordinates storage,
retention, and disposition of records. The files in the collection include removal
site files, spill reports, and other miscellaneous Superfund documents. The
program also provides public access to Removal Administrative Records and
other nonrestricted documents.

Description of Finding Aids: Superfund removal records are organized in site
files by subject. The program is the process of implementing an online catalog of
documents using Inmagic software.

                                 14

-------
         ENVIRONMENTAL RESEARCH LABORATORY/ORD (NARRAGANSETT),
         RECORDS MANAGEMENT PROGRAM
         Address:
         Fax:

         Principal Contact(s):

             Name:
             Responsibility:
             Telephone:
             Email:
U.S. Environmental Protection Agency
Environmental Research Lab/ORD
27 Tarzwell Drive
Narragansett, RI02882

(401) 782-3030
Neal F. Lackie
Wet Lab Manager Property Officer
(401) 782-3119
LACKIE.NEAL
DC
O
O
UJ
cc
         Description of Program: Provides records management support to the
         laboratory.

         Description of Services Provided: Maintains property records files.
         Coordinates storage, retention, and disposition of records. Serves as contact
         point between laboratory and the Federal Records Center and handles the
         retirement of records to the Center.

         Description of Finding Aids: N/A
\
                                          15

-------
REGION 2   REGIONAL RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Region 2
Regional Records Management Program
26 Federal Plaza, Room 505
New York, NY 10278

(212) 264-5433
Joseph A. Clore
Regional Records Officer
(212) 264-7306
CLOREJOSEPH
Description of Program: The program assists in the management of
administrative, program, and technical support files for all Regional programs.
Major areas of activity include proposing Regional policies, procedures, and
standards for Regional records management, and developing program-specific
file structures.

Description of Services Provided: The Regional Records Management
Program provides program assistance in the following areas: conducting space
planning, retiring and retrieving records, generating records-holding reports,
creating file plans, developing file structures, and developing storage and
retrieval systems.

Description of Finding Aids: N/A
                                  16

-------
REGION 2   HAZARDOUS WASTE SUPERFUND
            RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:

    Telephone:
    Email:
U.S. Environmental Protection Agency
Region 2
Emergency and Remedial Response Division
26 Federal Plaza, Room 759
New York, NY 10278

(212) 264-7611
Jennie Delcimento
Superfund Records Manager and Remedial
  Coordinator Administrative Records
(212) 264-8676
N/A
                                               ..
Q
tr
o
u
UJ
oc
Description of Program: The program operates the Emergency and Remedial
Response Division Records Center and is responsible for the creation and
management of the Administrative Record for Superfund sites and the
organization of the site files. Files include Superfund Administrative Records,
National Priority List (NPL) and Federal Facilities Dockets, and the National
Record of Decision and Compendium Collections.

Description of Services Provided: The program provides support for Division
staff in the areas of records maintenance, Freedom of Information Act (FOIA)
support, site file compilation, reference, records retrieval, and Administrative
Record compilation. It also provides public access to the Administrative Record
and responds to telephone calls from the public.

Description of Finding Aids: N/A
                                 17

-------
REGION 3   REGIONAL RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Region 3
Information Research Center
841 Chestnut Building
Philadelphia, PA 19107

(215) 597-0811
Barbara J. Brown
Regional Records Manager
(215) 597-0580
BROWN.BARBARAJ
Description of Program: Oversees the Regional Records Management Program
in Region 3. The program assists in the management of administrative, program,
and technical support files for all Regional programs. Major areas of activity
include designing and equipping the records centers; proposing Regional
policies, procedures, and standards for Regional records management; and
developing program-specific file structures.

Description of Services Provided: The Regional Records Management
Program provides program assistance in the following areas: conducting space
planning, retiring and retrieving records, generating records-holding reports,
creating file plans, developing hie structures, developing storage and retrieval
systems, deciding retention and disposition of records, coordinating cleanup
days, holding quarterly meetings, and conducting training.

Description of Finding Aids: Maintain official set of agency record control
schedules and records management manuals as well as records policy and
guidance material.
                                  18

-------
REGION 3   HAZARDOUS WASTE SUPERFUND REMEDIAL
            RECORDS MANAGEMENT PROGRAM
Address:               U.S. Environmental Protection Agency
                       Region 3 (3HW14)
                       Hazardous Waste Management Division
                       841 Chestnut Street
                       Philadelphia, PA 19107
                                                oc
                                                o
                                                o
                                                UJ
                                                OC
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
N/A
Anna M. Butch
Superfund Records Manager
(215) 597-3037
BUTCH.ANNA
Description of Program: The program operates the Hazardous Waste
Management Division Records Center and is responsible for the creation and
management of the Administrative Record for Superfund sites and the
organization of the site files. Files include Superfund Administrative Records,
National Priority List (NPL) and Federal Facilities Dockets, and the National
Record of Decision and Compendium Collections.

Description of Services Provided: The program provides support for EPA
staff in the areas of records maintenance, reference, retrieval, and litigation
research. Responds to telephone calls from the public.

Description of Finding Aids: N/A
                                 19

-------
CENTRAL REGIONAL LABORATORY (CRL)
RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Central Regional Laboratory
839 Bestgate Road
Annapolis, MD 21401
     573-2698 or 2702
Daniel Donnelly
Laboratory Records Officer
(410) 573-2678
CRL/REG.m

Annette Lage
CLP Analytical Records Manager
(410) 593-8799
CMS22
Description of Program: Provides administrative and laboratory records
management support to the laboratory.

Description of Services Provided: Coordinates storage, retention, and
disposition of facility records. Laboratory records include Superfund and non-
Superfund analytical data generated by the CRL and the Contract Laboratory
Program (CLP). Support is also provided to EPA staff in the areas of retrieval
and litigation research.

Description of Finding Aids: In-house automated tracking system for analytical
records indexed by case number on both CRL and CLP.
                                 20

-------
 REGION 4  REGIONAL RECORDS MANAGEMENT PROGRAM
                                                                         •
                                                                         g
 Address:               U.S. Environmental Protection Agency                oc
                        Region 4                                          o
                        Information Services Section              .           a
                        345 Courtland Street, NE
                        Atlanta, GA 30365

 Fax:                    (404) 347-4702

 Principal Contact(s):

    Name:              Jim Whittmgton
    Responsibility:      Regional Records Management Officer
    Telephone:          (404) 347-2316
    Email:              WHITTINGTON.JIM

 Description of Program: The program assists in the management of
 administrative, program, and technical support files for all Regional programs.
 Major areas of activity include developing and implementing a Regional records
 management plan; providing training, technical guidance, and assistance in
 records management to all programs; developing program-specific file
 structures; and implementing the records disposition program.

 Description of Services Provided: The Regional Records Management
 Program provides program assistance in the following areas: retiring and
 retrieving records, creating file plans, applying records disposition schedules,
 developing file structures, and developing storage and retrieval systems. The
 program offers an on-site checkout of records approved for public inspection
 and copying facilities.

 Description of Finding Aids: In-house folder-level tracking system (SQUIRM)
for Superfund Records. Commercially available records management system
 (Versatile) for all Regional files-level management.
                                  21

-------
REGION 4  HAZARDOUS WASTE SUPERFUND
           RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Region 4
Waste Management Division, Waste Program Branch
345 Courtland Street, NE
Atlanta, GA 30365

(404) 347-7817
Harold L. Key
Superfund Records Manager
(404) 347-2930
KEY.HAROLD

Debbie Jourdan
Administrative Records Coordinator
(404) 347-2930
JOURDAN.DEBBIE

Tom Love (contractor)
Head Librarian, Superfund Records Center
(404) 347-0506
N/A  .

Gussie Lofton (contractor)
RCRA Records Manager
(404) 347-0506
N/A
Description of Program: The program operates the Waste Management
Division Records Center and is responsible for the creation and management of
the Administrative Record for Superfund Remedials and Removals and the
organization of the Superfund site files. Files include Resource Conservation and
Recovery Act (RCRA) and Superfund Administrative Records, National Priority
List (NPL) and Federal Facilities Dockets, and the National Record of Decision
and Compendium Collections.

Description of Services Provided: The program provides support for EPA
staff in the areas of records maintenance, reference, retrieval, and litigation
research. Responds to telephone calls from the public.
                                 22

-------
         Description of Finding Aids: The Regional staff maintains a complete listing of ••
         all RCRA and Superfund site files and a list of records retired to the Federal        '
         Records Center. The Regional staff also maintains a complete set of       .        Q
         administrative records for the Remedial and Removal programs in Region 4.       §
                                                                                   o
                                                                                   UJ
                                                                                   tL
X
                                            23

-------
 OFFICE OF ADMINISTRATION AND RESOURCES MANAGEMENT
 (RESEARCH TRIANGLE PARK) RECORDS MANAGEMENT PROGRAM
 Address:
 Fax:

 Principal Contact(s):

    Name:
    Responsibility:

    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
  .  Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Office of Administration and Resources Management
Research Triangle Park, NC 27711

(919) 541-3552
Cynthia A. Bass
Research Triangle Park Records Officer
(Mail Drop 36)
(919) 541-5787
BASS.CYNTHIA

Deborah Singer-Redner
NDPD Records Manager
(919) 541-1487
SINGER.DEB

Terri Burrell (MD-29)
Personnel Records
(919) 541-4359
BURRELL.TERRI

Bertha R. Johnson
Contracts Records Manager
(919) 541-3761
JOHNSON.BERTHA
Description of Program: The records management program of the Office of
Administration and Resource Management (OARM) in Research Triangle Park
is organized at the divisional level with each division providing its own records
manager who in turn provides services to the division. The program operates the
Research Triangle Park Records and Storage Center for inactive records at its
facility at Page Road and 1-40.

Description of Services Provided: Each divisional level records manager
maintains the records of that division, implements records disposition and
retirement procedures, and provides records management support and expertise
within the division. The Research Triangle Park Records and Storage Center
provides assistance in records retirement and disposal and will pick up and
deliver records.

Description of Finding Aids: Each division maintains finding aids to its
records. The Research Triangle Park Records and Storage Center maintains a
computerized listing of boxes in storage there.

                                 24

-------
       AIR AND ENERGY ENGINEERING RESEARCH LABORATORY
       RECORDS MANAGEMENT PROGRAM
       Address:
       Fax:

       Principal Contact(s):

           Name:
           Responsibility:
           Telephone:
           Email:
U.S. Environmental Protection Agency
Air and Energy Engineering Research
  Laboratory/ORD
MD-49
Research Triangle Park, NC 27711

(919) 541-1536
Judith Cook
Laboratory Records Manager
(919) 541-2923
COOKJUDY
       Description of Program: Provides records management support to the
       laboratory.

       Description of Services Provided: Coordinates storage, retention, and
       disposition of records. Serves as contact point between laboratory and the
       Federal Records Center and handles the retirement of records to the Center.

       Description of Finding Aids: N/A
CO
I
o
*
                                       25

-------
ATMOSPHERIC RESEARCH AND EXPOSURE ASSESSMENT
LABORATORY RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Atmospheric Research and Exposure Assessment
  Laboratory
MD-75
Research Triangle Park, NC 27711

(919) 541-7588
Grace Griffin
AREAL Records Manager
(919) 541-2352
AREAL.POS
Description of Program: Provides records management support to the
laboratory.

Description of Services Provided: Coordinates storage, retention, and
disposition of records. Serves as contact point between laboratory and the
Federal Records Center and handles the retirement of records to the Center.
Advises senior staff on records management regulations.

Description of Finding Aids: Maintains paper copies of records disposition
schedules and listings of records retired to the Federal Records Center.
                                26

-------
ENVIRONMENTAL RESEARCH LABORATORY/ORD (ATHENS)
RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Environmental Research Lab/ORD
College Station Road
Athens, GA 30613-0801

(706) 546-2018
Janice Syms
Records Management Officer (Laboratory)
(706) 546-3302
ERL/ATHENS
CO
Q
1C
O
o
UJ
oc
Description of Program: Provides records management support to the
laboratory.

Description of Services Provided: Coordinates storage, retention, and
disposition of records. Serves as contact point between laboratory and the
Federal Records Center and handles the records to the Center.

Description of Finding Aids: N/A
                                27

-------
ENVIRONMENTAL RESEARCH LABORATORY/ORD (GULF BREEZE)
RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Environmental Research Laboratory/ORD
Sabine Island
Gulf Breeze, FL 32561-3999

(904) 934-9201
Connie Shoemaker
Laboratory Records Manager
(904) 934-9226
SHOEMAKER.CONNIE
Description of Program: Provides records management support to the
laboratory. Proposes records management policies, procedures, and standards
for the laboratory.

Description of Services Provided: Provides staff with central file depository.
Assists in retrieving information upon request. Provides copies of documents
through the library upon request by the public. Coordinates storage, retention,
and disposition of records. Serves as contact point between laboratory and the
Federal Records Center and handles the retirement of records to the Center.

Description of Finding Aids: Indexing system for correspondence is not
automated. A numerical system based on the EPA Directives System is used.
Indexing system used for contributions and library activities is automated by
ERL/GB and is available upon request.
                                 28

-------
HEALTH EFFECTS RESEARCH LABORATORY/ORD
RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
ORD Health Effects Research Laboratory,
  RSD/SSTSB
MD-70
Research Triangle Park, NC 27711

N/A
Jerry Gerding
Technical Information Manager
(919) 541-5157
GERDINGJERRY
O
o
UJ
oc
Description of Program: Provides records management support to the
laboratory.

Description of Services Provided: Coordinates storage, retention, and
disposition of records. Serves as contact point between the laboratory and the
Federal Records Center and handles the retirement of records to the Center.

Description of Finding Aids: The records of all the technical information
products are filed by an internal Health Effects Research Laboratory (HERL)
publication number, with the hard-copy records stored in the Environmental
Research Center (ERC) in Research Triangle Park. The computerized files reside
within the HERL Management Information System (MIS) on a VAX computer in
Research Triangle Park.
                                 29

-------
NATIONAL AIR AND RADIATION LABORATORY
RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
National Air and Environmental Radiation
  Laboratory
Program Management Office
1504 Avenue A
Montgomery, AL 36115-2601

(205) 270-3454
Rose L. Beasley
Provides for access to records
(205) 270-3410
BEASLEY.R
Description of Program: Provides records management support to the
laboratory.

Description of Services Provided: Coordinates storage, retention, and
disposition of records. Serves as contact point between laboratory and the
Federal Records Center and handles the retirement of records to the Center.

Description of Finding Aids: N/A
                                30

-------
ENVIRONMENTAL CRITERIA AND ASSESSMENT OFFICE
(RESEARCH TRIANGLE PARK) RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Office of Health and-Environmental
  Assessment, ORD
Environmental Criteria and Assessment
MD-52
Research Triangle Park, NC 27711

(919) 541-5078
Doug Fenneir
Records Manager
(919) 541-3637
TSS.ECAO.RTP
a
DC
o
u
UJ
cc
Description of Program: Provides records management support to the office.

Description of Services Provided: Assists in the management of criteria
documents, scientific assessments, and other special reports as required by
various legislative authorities. Provides access to records for Agency staff and
the public, including documents and bibliographic reference files. Services
include storage and retrieval of information related to projects.

Description of Finding Aids: The Air Quality Criteria Document docket files
are indexed in accordance with Office of General Counsel (OGC) guidelines. The
Hazardous Air Pollutant (HAP) and Inhalation Reference Concentration (RFC)
project files are indexed in a similar system developed by Environmental Criteria
and Assessment Office (ECAO). The index information is entered into a dBase
file.
                                 31

-------
REGION 5   REGIONAL RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Region 5
Records Management Program
77 West Jackson (MI-13J)
Chicago, IL 60604

N/A
Lynn Calvin
Regional Records Officer
(312) 886-1305
CALVIN.LYNN

Louise Smith
Regional Records Disposition Officer
(312) 353-1524
SMITH.LOUISE

George E. Hurt
Air and Radiation Division Records Officer
(312) 886-6822
HURT.GEORGE

Lula Spruill
Water Division Records Officer
(312) 886-2281
SPRUILL.LULA

Manker Harris
Records Manager (contractor)
(312) 353-1481
N/A
Description of Program: The program assists in the management of
administrative, program, and technical support files for all Regional programs.
Major areas of activity include designing and equipping the records centers,
proposing Regional policies, procedures, and standards for Regional records
management, and developing program-specific file structures.
                                 32

-------
Description of Services Provided: The Regional Records Management       •  ••
Program provides program assistance in the following areas: developing          "
Regional and programmatic records programs; conducting space planning;        Q
retiring, and retrieving records; generating records-holding reports; creating file   §
plans; developing file structures; and developing storage and retrieval systems.    ft
                                                                          cc
Description of Finding Aids: N/A
                                   33

-------
REGION 5   WASTE MANAGEMENT DIVISION
            RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contacts):

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Region 5
77 W. Jackson (5H,7J)
Chicago, IL 60604

(312) 353-6775
Jan Pfundheller
Waste Management Division Records Manager
(312) 353-5821
PFUNDHELLERJANET

N/A
Head Librarian/Superfund Records
(312) 886-0911
N/A

Sharon Kiddon
RCRA Records Officer
(312) 886-6173
N/A
Description of Program: The Waste Management Division Records Center
houses Superfund Remedial and Removal Records, Administrative Records,
RCRA facility files, UST/LUST files, and Seep files, Superfund and RCRA
Technical Library and OSWER Directives, Aerial Photo Library, and Geological
Survey Map Collection. There is a separate CBI area under the Supervision of the
Records Manager.

Description of Services Provided: Provides support for EPA staff in the areas
of record maintenance, reference, retrieval, and litigation research. Operates
public research area and responds to telephone calls from the public.

Description of Finding Aids: Indexes to Administrative Records, circulation
system, and Site/Facility file holdings are maintained in dBase 3+.
                                 34

-------
OFFICE OF ADMINISTRATION AND RESOURCES MANAGEMENT
(CINCINNATI) RECORDS MANAGEMENT PROGRAM
                                                                       at
                                                                       a
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Office of Administration and Resources Management
26 West Martin Luther King Drive
Cincinnati, OH 45268

(513) 569-7186
Sam Conner
Records Officer
(513) 569-7742
CONNER.SAM

Sarah Wills Dubose (contractor)
Records Manager
(513) 569-7747
WILLS-DUBSE.SARAH
                                                                       o
                                                                       UJ
                                                                       cc
Description of Program: The records management program of the Office of
Administration and Resources Management (OARM) in Cincinnati is organized
at the divisional level with each division providing its own records manager
who in turn provides services to the division. The program operates the
Cincinnati Records and Storage Center for inactive records at its facility.

Description of Services Provided: Each divisional level records manager
maintains the records of that division, implements records disposition and
retirement procedures, and provides records management support and expertise
within the division. The Cincinnati Records and Storage Center provides
assistance in records retirement and disposal and will pick up and deliver .
records.

Description of Finding Aids: Each division maintains finding aids to its
records. The Cincinnati Records and Storage Center maintains a computerized
listing of boxes in storage there.
                                 35

-------
ENVIRONMENTAL MONITORING SYSTEMS LABORATORY/ORD
RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Environmental Monitoring Systems Laboratory
26 West Martin.Luther King Drive
Cincinnati, OH 45268

(513) 569-7424
Diana L. Irwin
Laboratory Records Management Coordinator
(513) 569-7485
IRWIN.DIANA
Description of Program: Provides records management support to the
laboratory.

Description of Services Provided: Coordinates storage, retention, and
disposition of records. Serves as contact point between laboratory and the
Federal Records Center and handles the retirement of records to the Center.

Description of Finding Aids: Indexing system is manual. Indexed according to
Records Management Manual alphanumeric system, thereunder by fiscal year.
                                36

-------
ENVIRONMENTAL RESEARCH LABORATORY/ORD (DULUTH)
RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Environmental Research Laboratory
6201 Congdon Boulevard
Duluth, MN 55804

(218) 720-5704
Evelyn Hunt
Administrative Services Coordinator
(218) 720-5509
HUNT.EVELYN
§
o
Ul
GC
Description of Program: Provides records management support to the
laboratory.

Description of Services Provided: Coordinates storage, retention, and
disposition of records. Serves as contact point between laboratory and Federal
Records Center and handles the retirement of records to the center.

Description of Finding Aids: N/A.
                                37

-------
NATIONAL VEHICLE AND FUEL EMISSIONS LABORATORY (NVFEL)
RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
National Vehicle and Fuel Emissions
  Laboratory Library
2565 Plymouth Road
Ann Arbor, MI 48105

(313) 688-4368
Debra Talsma (contractor)
Head Librarian, provides access to records
(313) 668-4311
OMS/AMS/SAFETY [ATTN: Librarian]
Description of Program: Provides records management support to the
laboratory.

Description of Services Provided: Coordinates storage, retention, and
disposition of records. Serves as contact point between laboratory and the
Federal Records Center and handles the retirement of records to the Center.

Description of Finding Aids: The librarian maintains a complete list of all the
records stored within the NVFEL record storage facility. Records are arranged
by the individual division and branch and thereunder by type and year.
                                 38

-------
ENVIRONMENTAL CRITERIA AND ASSESSMENT OFFICE (CINCINNATI)
RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Environmental Criteria and Assessment Office
26 West Martin Luther King Drive
Cincinnati, OH 45268

(513) 569-7475
Nancy Bauer—Administrative Records
Management Analyst
(513) 569-7144
N/A  '

Chris Haviland—Research Records (contractor)
Technical Information Unit/SFSTC Manager
(513) 569-7300
N/A
                                               1
Q
DC

§
K
Description of Program: Provides records management support to the
laboratory.

Description of Services Provided: Assists in the management of criteria
documents and office files. Provides access to records for Agency staff, including
document and reference files. Services include collection management and
circulation. Assists in retiring records to the Federal Records Center.

Description of Finding Aids: DBase is used as an access tool.
                                 39

-------
REGION 6   REGIONAL RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Region 6
Communications Services Unit
1445 Ross Avenue, Suite 1200
Dallas, TX 75202

(214) 655-2146
Nancy Yarberry
Regional Records Officer
(214) 655-6532
YARBERRY.NANCY •
Description of Program: The program coordinates the maintenance of records
in the centralized file rooms and assists in the management of administrative,
program, and technical support files for all Regional programs. Major areas of
activity include proposing Regional policies, procedures, and standards for
Regional records management and developing program-specific file structures.

Description of Services Provided: The Regional Records Management
Program provides program assistance in the following areas: coordinates the
maintenance of records in centralized file rooms and the transfer and storage of
records, provides training for personnel on records management, creates and
updates file plan guidance, generates records holding reports, and develops
storage and retrieval systems.

Description of Finding Aids: Modified dBase III tracking system; a folder
system instead of an indexing system; and automated color code/bar code
system.
                                  40

-------
REGION 6   HAZARDOUS WASTE SUPERFUND REMEDIAL
            RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:  "
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:
 U.S. Environmental Protection Agency
 Region 6
 Hazardous Waste Management Division
 1445 Ross Avenue, Suite 1200
.Dallas, TX 75202-2733
                                   •*

 (214) 655-6460
N/A
Superfund Records Management Coordinator
(214) 655-6617
N/A

Pat Nelson
RCRA Records Manager
(214) 655-6750
NELSON.PAT
                                                tc
                                                o
                                                o
                                                UJ
                                                
-------
ROBERTS. KERR ENVIRONMENTAL RESEARCH LABORATORY
RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Robert S. Kerr Environmental Research Laboratory
P.O. Box 1198
Ada, OK 74820                         .

(405)436-8529
Anna M. Runyan
Laboratory Records Management Officer
(405) 436-8511
ERL/ADA
Description of Program: Provides records management support to the Office of.
the Director.

Description of Services Provided: Coordinates storage, retention, and
disposition of records. Serves as contact point between Laboratory and the
Federal Records Center and handles the retirement of records to the Center.

Description of Finding Aids: N/A.
                                42

-------
REGION 7   REGIONAL RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Region 7
Records Center
726 Minnesota Avenue
Kansas City, KS 66101

(913) 551-7467
Carol Brakeall
Regional Records Management Coordinator
(913) 551-7527
BRAKEALL.CAROL

Patricia L. Jones
Records Management Officer
(913) 551-7238
JONES.PAT .

Patricia Shirley (contractor)
Records Center Manager
(913) 551-7156
SHIRLEY.PATRICIA
8
cc
o
o
111
GC
Description of Program: Provides efficient management and control of
publications and records in all forms from creation through active and inactive
maintenance and finally ultimate disposition. This includes coordination with
Regional Program contacts to ensure that effective procedures are established to
identify, maintain, and preserve information and vital records needed to protect
the interest of EPA Region VII and its employees.

Description of Services Provided: Storage of semicurrent records; establish
guidelines for the Program's operations; advise Regional Staff on the disposition
of their records; conduct records inventory; develop and maintain a Regional file
structure; organize, distribute, and reorder publications; and train Regional Staff
in records management techniques.

Description of Finding Aids: N/A.
                                  43

-------
REGION 7   HAZARDOUS WASTE SUPERFUND REMEDIAL
            RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:

    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Region 7
Waste Management Division
726 Minnesota Avenue
Kansas City, KS 66101

(913) 551-7063
Barry R. Thierer
Waste Management Division
  Records Center Manager
(913) 551-7515
THIERER.BARRY

Jennifer S. Anderson
RCRA Records Center Manager
(913) 551-7644
ANDERSONJENNIFER
Description of Program: The program operates the Waste Management
Division Records Center and is responsible for the creation and management of
the Administrative Record for Superfund Remedials and the organization of the
Superfund site files. Files include Resource Conservation and Recovery Act
(RCRA) and Superfund Administrative Records, all Superfund and RCRA site
files, HRS packages, Federal Facilities Dockets, and the National Record of
Decision and Compendium Collections.

Description of Services Provided: The program provides support for EPA
staff in the areas of records maintenance, reference, retrieval, microfilming, and
litigation research. Operates public research room and.responds to telephone
calls from the public.

Description of Finding Aids: The program maintains automated systems for
both RCRA and Superfund file structures and document tracking system. The
Superfund records are indexed on an Administrative Record Indexing and
Tracking System, and Contract Laboratory Program (CEP) indexing using dBase;
and an Automated Records Retirement form using CLIPPER.
                                 44

-------
REGION 7
Address:
HAZARDOUS WASTE SUPERFUND REMOVAL
RECORDS MANAGEMENT PROGRAM
           U.S. Environmental Protection Agency
           Region 7
           Environmental Services Division
           Emergency Planning and Response
           25 Funston Road
           Kansas City, KS 66115
8
a
o
o
lit
ff
Fax:
Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
           (913) 551-5218
           Evelyn Van Goethem
           Removal Records Manager
           (913) 551-5004
           EPR/REG.VH or EPA9783
Description of Program: Operates the Emergency Planning and Response
Branch records program and is responsible for the creation and management of
removal site files and spill reports.

Description of Services Provided: The program provides support for EPA
staff in the areas of records maintenance, reference, retrieval, and litigation
research. Responds to Freedom of Information Act. requests (FOIAs) and other
requests from the public.

Description of Finding Aids: Sites are accessed by a combination site name and
a numeric code.
                                45

-------
REGION 7   ENVIRONMENTAL SERVICES DIVISION
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Region 7
Environmental Services Division
25 Funston Road
Kansas City, KS 66115

(913) 551-5218
Dr. Patricia Swann
Division Records Manager
(913) 551-5211
SWANN.PATRICIA
Description of Program: Assists in the management of administrative program
and technical support files for all Division programs. Major areas of activity
include proposing policy, procedure, and standards for Division records •''
management and developing program-specific file structures.

Description of Services Provided: Provides assistance in the following areas:
conducting space planning, retiring and retrieving records, and generating
records-holding storage and retrieval systems. Assists programs in writing
directives.

Description of Finding Aids: N/A.
                                  46

-------
REGION 8   REGIONAL RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Region 8
Regional Administrators Office, 8A
99918th Street, Suite 500
Denver, CO 80202

(303) 294-7537
Jackie Rivera
Regional Records Officer
(303) 293-1616
RIVERA.JACKIE
                                                                        »«
                                                                        §
                                                                        c
Description of Program: The program assists in the management of
administrative, program, and technical support files for all Regional programs.
Major areas of activity include proposing Regional policies and procedures,
proposing standards for Regional records management, and developing
program-specific file structures.

Description of Services Provided: The Regional Records Management
Program provides program assistance in the following areas: conducting space
planning, retiring and retrieving records, creating file plans, developing file
structures, developing storage and retrieval systems, and personnel training-

Description of Finding Aids: N/A.
                                  47

-------
REGION 8   HAZARDOUS WASTE SUPERFUND REMEDIAL
            RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:

    Telephone:
    Email:
U.S. Environmental Protection Agency
Region 8
Supeffund Remedial Branch, Enforcement Section
99918th Street Suite 500 (8HWM-SR)
Denver, CO 80202

(303) 293-1238
Carole S. Ma^y
Administrative Records Remedial/
Records Management Coordinator
(303) 294-7038
MACY.CAROLE
Description of Program: The program operates the Superfund Records Center.
The Center is responsible for the organization and management of the Superfund
site files and for the creation of the Administrative Record. Collections include
Superfund site files, National Priority List (NPL) and Federal Facilities Dockets,
National Records of Decision, Guidance Compendiums, and Site Assessment
records.

Description of Services Provided: The program provides support for EPA
staff in areas of records maintenance, reference, retrieval, microfilming, indexing,
data input, and litigation research. Operates public research room and responds
to telephone calls from the public.

Description of Finding Aids: The program maintains automated systems for
Superfund Site Files and document tracking systems. Document level indexing
for the site file is supported by INMAGIC software.
                                 48

-------
REGION 8  HAZARDOUS WASTE SUPERFUND REMOVAL
           RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:

    Telephone:
    Email:
U.S. Environmental Protection Agency
Region 8
Emergency Response Branch, Enforcement Section
99918th Street, Suite 500 (8HWM-ER)
Denver, CO 80202

(303) 294-7168
Antonia (Tina) Artemis
Administrative Records Removal/
Records Management Coordinator
(303) 294-7039
ARTEMIS.TINA
DC

§
GC
Description of Program: The program operates the Hazardous Waste
Management Division, Emergency Response Branch Records Center. It is
responsible for the creation and management of the Administrative Record for
Superfund Removals, removal site files, and oil spill reports. The program
organizes site files for inactive sites.

Description of Services Provided: The program provides support for EPA
staff in the areas of records maintenance, reference, retrieval, and litigation
research. Makes records available to the public and the records center. Responds
to requests from the public.

Description of Finding Aids: INMAGIC is used for automated indexing
system.
                                 49

-------
REGION 9   REGIONAL RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
VS. Environmental Protection Agency
Region 9
Information Resources Management Branch
75 Hawthorne, M.S. P-5-3
San Francisco, CA 94105-3901

(415) 744-1474
Yvonne D. Pederson
Regional Records Management Officer
(415) 744-1517
PEDERSON. YVONNE
Description of Program: The Region 9 Records Management Program is
currently staffed by the Regional Records Management Officer. Records
management responsibilities are shared by Division Records Managers,
Program/Office Records Custodians and Records Management Task Force
representatives. Major areas of activity include developing Regional records
management policies, procedures and standards; planning the Regional Vital
Records Program; conducting information system surveys; and providing
guidance for the Records Management Task Force.

Description of Services Provided: Assistance is provided in the following
areas: space planning and file center design, records disposition, information
management, file plan development, and records management training.

Description of Finding Aids: N/A.
                                 50

-------
REGION 9   HAZARDOUS WASTE MANAGEMENT DIVISION SUPERFUND
            PROGRAM RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:

    Mail Code:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Region 9
Superfund Records Center
75 Hawthorne Street, H-6-1
San Francisco, CA 94105

(415) 744-1796 or (415) 744-1917
Elaine Chan
Superfund Records Manager/
Administrative Records Coordinator
H-7-4
(415) 744-2380
CHAN.ELAINE

Diane C. White (contractor)
Superfund Records Center Manager
(415) 744-2166
WHITE.DIANE
8
DC
O
O
LU
CC
Description of Program: The program operates the Hazardous Waste
Management Division Records Center. The program is responsible for the
creation and management of the Administrative Record for Superfund
Remedials and Removals and the organization of the Superfund site files. Files
include Superfund Administrative Records, National Priority List (NPL) and
Federal Facilities Dockets, NPL site files, cost recovery documentation packages,
site assessment files, and the National Compendium Collection.

Description of Services Provided: The program provides support for EPA
staff in the areas of records maintenance, reference, retrieval, microfilming,
litigation research, off-site storage, and compilation of administrative records.
Operates public research room and responds to telephone calls from the public.
Develops guidance documents and training materials to meet the needs of the
Superfund staff.

Description of Finding Aids: The program uses Imagetrax for document level
indexing, bar-coding, and automated circulation.
                                 51

-------
ENVIRONMENTAL MONITORING SYSTEMS LABORATORY (EMSL)
RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Environmental Monitoring Systems
  Laboratory (EMSL)
Office of Program Management and Support
P.O. Box 93478
Las Vegas, NV 89139-3478

(702) 798-2380
I. Elizabeth Sutton
Records Management Officer
(702) 798-2564
SUTTON.ELIZABETH
Description of Program: Provides records management support to the
laboratory.

Description of Services Provided: Coordinates storage, retention, and
disposition of records. Serves as contact point between laboratory and the
Federal Records Center and handles the retirement of records to the Center.

Description of Finding Aids: Maintains records management policy, guidance,
and procedures as well as reference collection of records management-related
materials.
                                52

-------
REGION 10  REGIONAL RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Region 10
Records Management Program
1200 Sixth Avenue, MD-103
Seattle, WA 98101

(206) 553^8509
Robin Gonzalez
Chief, Information Management Branch
(206) 553-2977
GONZALEZ.ROBIN

Fern Honore
Records Manager (contractor)
(206) 553-4480
N/A
                                                                       o
                                                                       u
                                                                       UJ
                                                                       DC
Description of Program: The program assists in the management of
administrative, program, and technical support files for all Regional programs.
Major areas of activity include designing and equipping the records centers;
proposing regional policies, procedures, and standards for Regional records
management; and developing program-specific file structures.

Description of Services Provided: The Regional Records Management
Program provides program assistance in the following areas: conducting space
planning, retiring and retrieving records, creating file plans, developing file
structures, and developing storage and retrieval systems.

Description of Finding Aids: N/A.
                                 53

-------
REGION 10 HAZARDOUS WASTE SUPERFUND
           RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:

    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:

    Name:
    Responsibility:
    Telephone:
    Email:

Description of Program:
U.S. Environmental Protection Agency
Region 10
Hazardous Waste Division
1200 Sixth Avenue, HW-113
Seattle, WA 98101

N/A
Lynn Williams
Superfund Records Manager/Administrative Records
  Coordinator—Remedial and Removal
(206)553-2121
WILLIAMS.LYNN

Kathe Rutsala (contractor)
Head Librarian/Records Manager—Superfund
(206) 553-6512
RUTSALA.KATHE

Margaret E. Hughes (contractor)
RCRA Records Manager
(206) 553-6687
HUGHES.MARGARET
Hazardous Waste Division (HWD) Records Center
The Records Center is responsible for the creation and management of
Administrative Records for Superfund Remedials and Removals and the
organization of all Superfund site files, National Priority List (NFL) and Federal
Facilities Dockets/ and guidance and technical materials.

RCRA Records Management Program
The Waste Management Branch/RCRA operates a separate Records Center and
records management program. The program has full responsibility for the
management and organization of all Resource Conservation and Recovery Act
(RCRA) records generated in Region 10/Seattle. Branch guidance and technical
reference materials are also maintained.

RCRA records include those generated by the Permits, Compliance, Solid Waste
& State Program sections, and the Program Management section.
                                 54

-------
Description of Services Provided:                                         ••

Hazardous Waste Division (HWD) Records Center                                  §
The program provides support for EPA staff in the areas of records maintenance,    Q
reference, retrieval, organization, and indexing of Administrative Records, and     S
inventory, microfilming and bar code control for all Comprehensive               c
Environmental Response, Compensation, and Liability Act (CERCLA) records. It
provides public access to Superfund and RCRA Administrative Records and
responds to telephone calls from the public.

RCRA Records Management Program
The program provides assistance with, and regulated access to, all records and
reference materials.

Description of Finding Aids:

Hazardous Waste Division (HWD) Records Center
The program maintains automated systems for Superfund file structures, for
inventory/circulation control, and for guidance material. Document level
indexing is supported by a dBase/Foxbase system developed in the region.

RCRA Records Management Program
Regional RCRA facility/site files are arranged by state, and the last four digits of
their 12-character EPA ID number. These records are undergoing conversion to
the regionally developed RCRA "Rainbow System" of internal file organization.
This color-coded system provides ready intellectual and physical access to the
status and contents of each facility/site file.

Other records series are generally arranged chronologically, or by subject

A logbook and OUT-cards are used to register and identify materials borrowed
from all records, reference materials, and files. DBase programs are also under
development to facilitate tracking and usage of materials, and to disseminate
information on reference sources within the Branch.
                                   55

-------
ENVIRONMENTAL RESEARCH LABORATORY (CORVALLIS)
RECORDS MANAGEMENT PROGRAM
Address:
Fax:

Principal Contact(s):

    Name:
    Responsibility:
    Telephone:
    Email:
U.S. Environmental Protection Agency
Environmental Research Laboratory
200 SW 35th Street
Corvallis, OR 97333

(503)754^799
Pamela C. Taylor
Laboratory Records Manager
(503) 754-4582
TAYLOR.PAMELA
Description of Program: Provides records management support for the
laboratory.

Description of Services Provided: Coordinates storage, retention, and
disposition of records. Serves as contact point between laboratory and the
Federal Records Center and handles the retirement of records to the Center.

Description of Finding Aids: Indexing system for correspondence is not
automated. A numerical system based on the EPA Directives system is used.
                                56

-------
                            APPENDIXA
                        ALPHABETICAL INDEX

Air and Energy EngineeringResearchLaboratory
  Research Triangle Park, NC

AtmosphericResearch and Exposure
  Assessment Laboratory
  Research Triangle Park, NC

Central Regional Laboratory (CRL)
  Records Management Program

Environmental Criteria and Assessment
  Off ice, Research Triangle Park, NC

Environmental Criteria and Assessment
  Office, Cincinnati, OH

Environmental Monitoring Systems Laboratory
  Cincinnati, OH

Environmental Monitoring Systems Laboratory
  Las Vegas, NV

Environmental ResearchLaboratory/ORD
  Athens, G A

Environmental Research Laboratory
  Corvallis,OR

Environmental ResearchLaboratory/ORD
  Duluth,MN

Environmental ResearchLaboratory/ORD
  GulfBreeze,FL

Environmental ResearchLaboratory/ORD
  Narragansett,RI

Environmental Services Division

Hazardous Waste Superfund Records
  ManagementProgram (Reg. 2)

                                  57
(919)541-2923


(919)541-2352



(410)573-2678


(919)541-3637


(513)569-7144


(513)569-7485


(702)798-2564


(706)546-3302


(503)754-4582


(218)720-5504


(904)934-9226


(401)782-3119


(913)551-5211

(212)264-8676
25


26



20


31


39


36


52


27


56


37


28


15


46

17

-------
Hazardous Waste Superfund Records
  ManagementProgram (Reg. 4)

Hazardous Waste Management Divison
  Superfund Program Records
  ManagementProgram (Reg. 9)

Hazardous Waste Superfund Records
  Management Program (Reg. 10)

Hazardous Waste Superfund Remedial Records
  ManagementProgram (Reg. 1)

Hazardous Was.te SuperfundRemedial Records
  ManagementProgram (Reg. 3)

Hazardous WasteSuperfundRemedial Records
  ManagementProgram (Reg. 6)

Hazardous Waste Superfund Remedial Records
  ManagementProgram (Reg. 7)

Hazardous Waste Superfund Remedial Records
  ManagementProgram (Reg. 8)

Hazardous Waste Superfund Removal Records
  ManagementProgram (Reg. 1)

Hazardous Waste Superfund Removal Records
  ManagementProgram (Reg. 7)

Hazardous Waste Superfund Removal Records
  Management Program (Reg. 8)

Headquarters Records ManagementProgram
  Washington, DC

HealthEffects Research Laboratory/ORD
  Research Triangle Park, NC

National Vehicle Fuel Emissions Laboratory
  Ann Arbor, MI

National Air and Radiation Laboratory
  Montgomery, AL
(404)347-2930



(415)744-2380


(206)553-2121


(617)573-9247


(215)597-3037


(214)655-6720


(913)551-7515


(303)294-7038


(617)860-4309


(913)551-5004


(303)294-7039


(202)260-5912


(919)541-5157


(313)668-4311


(205)270-3410
  22
  51
  54
  13
  19
  41
  44
  48
  14
  45
  49
.   3
  29
  38
  30
                                 58

-------
National Records Management Program
  Washington, DC

Office of Administration and Resources
  ManagementRecords Management Program

Office of Administration and Resources
  Management/Research Triangle Park, NC

Office of Inspector General, Office of Management,
  ResourcesManagementDivision

Office of Policy, Planning & Evaluation

Office of Research and Development,
  Records Management Program
                         f
Office of Solid Waste and Emergency
  Response (OSWER) Records Management
  Program

Office of Water (OW) Records Management
  Program

Regional Records Management Program (Reg. 1)

Regional Records Management Program (Reg. 2)

RegionalRecordsManagementProgram(Reg.3)


Regional Records Management Program (Reg. 4)

Regional Records Management Program (Reg. 5)

Regional Records Management Program (Reg. 6)

Regional Records Management Program (Reg. 7)

Regional Records ManagementProgram (Reg. 8)

Regional Records ManagementProgram (Reg. 9)

Regional Records ManagementProgram (Reg. 10)
(202)260-5911


(513)569-7742


(919)541-5787


(202)260-7333


(202)260-4339

(202)260-9139


(202)260-0173



(202)260-0173


(617)565-1495

(212)264-7306

(215)597-0580


(404)347-2316

(312)886-1305

(214)655-6532

(913)551-7527

(303)293-1616

(415)744-1517

(206)553-2977
35
24
 8

 9


10



11


12

16

18


21

32

40

43

47

50

53
                                  59

-------
Robert S. Kerr Environmental Research
  Laboratory,Ada,OK

Waste ManagementDivisionRecords
  ManagementProgram
(405)436-8511
(312)353-5821
42
34
                                60

-------
                           APPENDIX B

               AGENCYRECORDSMANAGEMENTPOLICY

The following statement concerning the Agency's records management program is
excerpted from the Information Resources ManagementPolicy Manual, Series 2100,
issued July 21,1987. It forms the basis of the Agency's records management
program and delineates the responsibilities of Agency offices and the role of the
recordsmanagementorricers.
                                 61

-------
  IRMPOLICYMANUAL
2100
7/21/87
                 CHAPTER 10—RECORDS MANAGEMENT
» 1.   PURPOSE. This policy prescribes objectives, responsibilities and  -
      procedures for the conduct of the Agency's records/information
      management program.

  2.   SCOPE AND APPLICABILITY. This policy applies Agencywide to both
      program and administrative records.

  3.   BACKGROUND. Records created or acquired by an official or employee of
      the Agency in the course of conducting Government business are the
      property of the United States Government. Persons who create or acquire
      custody or possession of official records by virtue of their positions as
      officials or employees do not necessarily attain a proprietary interest in
      such records. Official records are public records and belong to the
      Government rather than to the employee. The penalties for the willful and
      unlawful destruction, removal from files and private use of official records
      are contained in 18 U.S.C. 2071. All EPA employees are responsible for
      reporting any actual or threatened unlawful loss or removal of official
      records to the Agency Records Management Officer, Information
      Management and Services Division.

      Detailed information on records management procedures and guidance are
      contained  in the EPA Records Management Manual.

  4.   AUTHORITIES.

      a.   Federal Records Act of 1950, as amended (44 U.S.C. 3101-3107).

      b.   36 CFR1220 and 41CFR 201-22.

      c   PaperworkReductionActofl980.

      d.   OMBCircularA-130,ManagementofFederalInformationResources.

  5.   POLICY.

      a.   The Agency shall make and preserve records to provide adequate and
           proper documentation of the organization, functions, policy
           decisions, procedures and essential transactions;and to protect the
                                   62

-------
       IRMPOLICYMANUAL                                           2100.
                                                                       7/21/87

                 legal and financial rights of the Government and of persons directly
                 affected by Agency activities.

            b.   As required by law, the official records of the Agency shall not be
                 destroyed without the prior approval of the National Archives and
                 Records Administration. This approval authority is providedin the
                 form of EPA Records Control Schedules. These schedules list official
                 records of the Agency (including many non-official records) and
                 prescribe the periods of authorized retention. All EPA employees are
                 responsible for insuring that records disposal actions agree with these
                 schedules.

            c.   Records (of all media, paper, electronic, audiovisual, maps,  etc.) shall
                 be retained in accordance with Agency retention schedules. After the
                 specified record retention period, records shall be disposed  of or
                 forwarded to the Federal Records Center per Agency procedures.

            d.   The Agency shall preserve and protect information that is vital to the
                 essential functions of the Agency during a national emergency or that
                 is essential to the legal rights and interests of individual citizens and
                 the Government

            e.   The Agency shall apply, whenever practicable, appropriate  standards
                 and file structures to facilitate efficient filing, storage and retrieval of
                 records.

            f.    The acquisition and use of state-of-the-art information storage and
                 retrieval systems (e.g., microform, electronic digital image, computer
                 assisted retrieval), shall be approved when technically feasible, cost-
                 effective and when it most appropriately satisfies program needs.

            g.   The Agency shall establish uniform criteria for the acquisition of
                 information storage and retrieval technologies.

            h.   Machine-readable and audiovisual records (i.ev microform records)
                 shall be maintained and protected in accordance with applicable
                 statutes and regulations.

            i.    The acquisition of filing equipment and supplies for use within the
                 Agency shall be as economical as possible to meet filing requirements.
                 Filing equipment is not to be requested solely to improve appearance,
~~~               office decor, elevate status nor because of a desire for the latest
                                          63

-------
IRMPOLICYMANUAL
2100
7/21/87
          design. Letter-size equipment shall be used unless there is a
          requirement for legal-size. Used or reconditioned equipment shall be
          used when available. As equipment becomes excess to local needs, it
          shall be turned into the Property Office for further disposition.

     j.   . The integrity of the Agency's official files shall be insured at all times,
          so that all official records relating to the operations of the Agency are
          documented in the official files.

6.    RESPONSIBILITIES.

     a.    The Assistant Administrators, Inspector General, General Counsel,
          Associate Administrators, Regional Administrators, Laboratory
          Directors and Headquarters Staff Office Directors shall provide for
          the implementation of the records/information management
          program within their respective areas. They shall:

          (1)  Assure that the objectives of the EPA records management
               program are achieved. These objectives include the following:
                                                                    t

               (a)   Prevent the creation of unnecessary records in any media.

               (b)   Promote the application of filing systems and structures
                    for the efficient organization, maintenance and use of
                    records to facilitate retrieval and use.

               (c)   Ensure that records of continuing value are preserved but
                    that valueless or non-current information are disposed of
                    or transferred to storage in a timely manner in accordance
                    with Agency records control and disposition schedules.

               (d)   Ensure that the acquisition and use of all direct paper to
                    microform systems and equipment or electronic digital
                    image are technically feasible, cost-effective and most
                    appropriately satisfy program needs.

               (e)   Ensure that appropriate criteria justifying the acquisition
                    of information storage equipment are applied.

               (f)   Preserve and protect information that is vital to the
                    essential functions of the Agency during a national
                                   64

-------
IRMPOLICYMANUAL                                           2100
                                                                7/21/87

                    emergency or that is essential to the legal rights and
                    interests of individual citizens and the Government.

               (g)   Provide for the Agencywide management of machine-
                    readable and audiovisual records in accordance with
                    applicable statutes and regulations.

          (2)   Designate individuals within their respective areas to act as
               Records ManagementOfficers and Vital Records Officers.

          (3)   Assure that file custodians are designated within their area of
               responsibility.

          (4)   Assure that records control schedules are applied to the records
               in their area.

     b.    The Director, Information Management and Services Division shall
          provide overall supervision and policy guidance in records
          management on an Agencywide basis.

     c.    Records Management Officers.

          (1)   The Agency Records Management Officer in the Information
               Management and Services Division, shall:

               (a)   Develop policy, directives, instructional materials
                    governing the organization, maintenance and disposition
                    of all records, including machine-readable and
                    audiovisual.

               (b)   Provide staff advice, guidance, assistance and training in all
                    aspectsoftherecords/informationmanagementprogram:

               (c)   Coordinate program efforts and evaluate program
                    effectiveness by making periodic surveys of information
                    systems.

               (d)   Coordinate the review and approval of requests for source
                    document micrographics/electronic image storage and
                    retrieval systems, equipment and services.
                                   65

-------
IRMPOLICYMANUAL
2100
7/21/87
               (e)   Review and approve acquisition of records storage
                    equipment at Headquarters.

               (f)   Plan and coordinate the EPA Vital Records Program.

               (g)   Coordinate the retirement and retrieval of Headquarters
                    records to the Federal Records Center.

          (2)   Records Management Officers at Headquarters shall serve as
               coordinators of the records program in their areas.

          (3)   Records Management Officers in Regional offices and
               laboratories, when designated, shall perform responsibilities
               corresponding to those of the Agency Records Management
               Officer (see subparagraph c(l) above in their areas).
                                   66

-------
                           APPENDIX C

                  EPA RECORDS MANAGEMENT TOOLS
      "EPA Records Management Tools" provides a list of publications that
form the backbone of  a records management program.  These tools are
divided into three categories: Essential tools which include regulatory,
standards, and policy publications; Useful tools covering additional sources
of helpful information; and a selected list of National Archives and Records
Administration (NARA) Publications.

      Appendix C may be reproduced and used as an order form.
                                 67

-------
             Office of information Resources Management
             Information Management and Services Division
         EPA Records Management Tools
      Publications such as mandatory regulations, policy and standards form the
      basis of a records management program. The titles listed on this page provide
      Information that Is critical to the efficient management of Agency records.

      Rease check (•) the titles you would like to receive In the space provided,
      then print your name and address in the box on the last page of this flyer,


Essential Tools

The following Is a list of basic EPA records management tools that every records
manager should have in his or her office.

	      Information Resources Management Policy Manual (2100),
           Chapter JO; Records Management, U.S. Environmental Protection
           Agency, Office of Information Resources Management,
           November 1987.

	      Records Management Manual (2160), U.S. Environmental Protection
           Agency, Office of Information Resources Management, 1984.
           Updates were produced In 1986 and 1988.

	      Records Disposition Schedules, U.S. Environmental Protection Agency,
           Office of Information Resources Management.
           NOTE: Please specify your program office.

	      List of Records Disposition Schedules, U.S. Environmental Protection
           Agency, Office of Information Resources Management, 1991.

	      Guidance for Developing Information Processing Systems, U.S.
           Environmental Protection Agency, Office of Information Resources
           Management, April 1991.

	      Safeguarding and Disposition of Official Records, EPA Notice 88-1.
           U.S. Environmental Protection Agency, September 12,1988.

    NRMP
Send requests to:

National Records Management Program. PM-21 ID
U.S. Environmental Protection Agency
401 M Street, SW, Washington. DC 20460
                66
Revised July 1993
EPA220-F-92-009

-------
            Records Management Series. Index to Agency Records Control Schedules,
            Office of Information Resources Management, EPA/IMSD/91-007, July 1991.
            Records Management Series. Using the Federal Records Center.
            A Guide tor Headquarters Staff. Office of Information Resources
            Management, EPA/IMSD/91-004, Revised March 1993.
Useful Tools
The following titles poduced by the Office of Information Resources Management are
recommended as additional sources of information for records management staff.
	      ACCESS SPA Records Management Programs. EPA/IMSD/91-104,1991.
           A directory of EPA records management contacts,
	      All-in-1 Records Management Resource Directory.
           EPA 220-F-92-007, August 1992.
	      Barcoding Basics. Technical Leaflet #1. April 1992.
	      A Basic Approach to improving Your Files. June 1992.
           Draft Agency File Codes. EPA 220-F-93-001. February 1993.
           Draft Model Regional Records Management Operating Procedures
           Manual. Office of Information Resources Management,
           EPA/IMSD/91 -020, November 1991.
           Files Survey Record. EPA220-F-92-018, December 1992.
           INFOACCESS: Records and Library Network Communications.
           (monthly bulletin]
           1991 INFOACCESS Index. March 1992.
           1992 INFOACCESS Index. EPA 220-B-93-002, January 1993.
           Is Microfilm the Answer? June 1992.
           Make Your Next Move... A Clean Getaway.
           (brochure) EPA/IMSD/91-011, October 1991.
           Managing Working Files. EPA 220-F-92-016, October 1992.
           National Records Management Program.
           (brochure) EPA/IMSD/91-009, August 1991.
                                  69

-------
A Practical Guide to Developing Records Disposition Schedules.
EPA 220-F-92-008, August 1992.
A Practical Guide to Personal Papers. EPA220-F-92-019,
December 1992.

Records Management Collection. EPA 22Q-F-93-004,
 April 1993.

Records Management Contacts. (Updated monthly)

Records Management Fundamentals. EPA 220-F-92-012,
August 1992.

Records Management Resource Directory- see All-in-1 Records
Management Resource Directory. EPA 220-F-92-007, June 1992.

Regional Records Management Manual - see Draft Model Regional
Records Management Operating Procedures Manual,
EPA/IMSD/91-020, November 1991.

Spring Cleaning - In me Fall. EPA 220-F-92-015, October 1992.

Steps to Improving Your Files, (Series of flyers), 1993.

	      6 Months to Better Files. EPA 220-F-93-Q07. May 1993.

	      Step 1: Understanding the Scope of me Problem.
            EPA220-F-93-008, May 1993.

	      Step 2: Conducting a Records Inventory.
            EPA220-F-93-009. May 1993.

            Step 3: Developing the Filing System: The File Structure
            and File Plan. EPA 220-F-93-010, May  1993.

            Step 4: Developing Recordkeeplng Requirements,
            EPA 220-F-93-012. July 1993.
10 Frequently Asked Questions About Records,
EPA 220-F-92-010. August 1992.

10 Quick Ways to Improve Records Management.
EPA-220-F-92-011. August 1992.

10 Steps to Improving Your File Room. EPA-220-F-92-017, December 1992.
                        70
Ally 1993

-------
             Too Much Paper? Make the Federal Records Center Work For You.
             (brochure)  EPA 220-F-92-003, February 1992.

             What Is a Record? (decision tree poster]
             EPA 220-E-92-001, February 1992.

             What Makes Papers Personal?  EPA 220-F-92-013, August 1992.
       NARA can provide a variety of records management publications to records
    managers Including handbooks on topics such as files maintenance and files stations.
    instructional guides on electronic and other non-textual records. Information on records
    rules and regulations, pamphlets and posters on various topics, and training information.

       The following Is a list of selected titles available from NARA:

       •  Disposition of Federal Records: A Records Management Handbook, 1992.

       •  A Federal Records Management Glossary, 1993.

       «•  Federal Records Managment Laws and Regulations. 1991.

       •  The Management of Micrographlc Records In Federal Agencies, 1993.

       *  Managing Audiovisual Records (Instructional Guide Series), 1990.

       •  Managing Electronic Records (Instructional Guide Series). 1990.

       •  Managing Cartographic and Architectural Records
          (Instructional Guide Series). 1989.

       •  Personal Papers of Executive Branch Officials: A Management Guide
          (Management Guide Series). 1992.

       For more Information about their products, contact the NARA office nearest you, or
    NARA's Records Administration Information Center (RAIC) In Washington, DC at  (202)
    241-6025. You can request a NARA Publications Request Form from the RAIC or the
    National Records Management Program (NRMP) at (202) 260-5272. You may Fax the
    form to the RAIC at (202) 241-7452. *
National Records Management Program
71
July 1993

-------

-------

-------


-------