EPA
United States
Environmental Protection
Agency
Office of Information
Resources Management
Washington DC 20460
EPA/OIRM
December 1985
OIRM RECORDS MANAGEMENT
PROCEDURES MANUAL
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL
12/13/85
TABLE OF CONTENTS
CHAPTER
TITLE
Page
Number
II
III
IV
V.
VI
VII
INTRODUCTION
1. Purpose of the OIRM Records
Management System
2. Organization of This Manual
COMPONENTS OF THE SYSTEM
1. Subject-Numeric Uniform File
Classification
2. Location and Control of Records
RECORDKEEPING
1. General
2. Procedures
CLASSIFYING RECORDS FOR FILING
1. General
2. Procedures
FILING
1. General
2. Procedures
RETRIEVAL AND CONTROL OF RECORDS
1. General
2. Procedures
RECORD RETENTION AND DISPOSITION
1. General
2. Procedures
1
1
2
3
3
5
7
7
7
9
9
11
11
11
14
14
14
16
16
16
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CHAPTER
TABLE OF CONTENTS
(continued)
TITLE
Page
Number
VIII ORDERING FILE EQUIPMENT AND SUPPLIES
1. General
2. Procedures
18
18
18
APPENDICES
A.
B.
C.
D.
OIRM FILE CLASSIFICATION
CHARGEOUT CARD
PROCUREMENT REQUEST
(EPA Form 1900-8)
LABOR SERVICES REQUEST
(EPA Form 5100-2)
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL 12/13/85
I. INTRODUCTION
1. PURPOSE OF THE OIRM RECORDS MANAGEMENT SYSTEM
The Office of Information Resources Management (OIRM) has
implemented an office-wide records management system to
standardize recordkeeping and management of its administrative
and program records. The system is designed to address several
problem areas identified in an FY 86 in-house study of OIRM
records management practices. The primary deficiencies
identified during that study fall into the three following
categories:
File Systems
Division and branch-specific file systems had
developed within OIRM, with little attention
given to a uniform classification of records
either within organizations or across
organizations
File categories for administrative records which
all offices must maintain were inconsistently
arranged from office to office
There were no coherent file categories for
program records.
Procedures
Compliance with standard Agency records
management procedures was inconsistent, e.g.,
lack of compliance with records retention
schedules
No office-wide records management procedures
existed regarding capture, file control, and
maintenance of records.
Control and Maintenance of Records
There was no clear designation of staff and
records management responsibilities leading to
noncompliance with standard Agency records
management procedures and haphazard maintenance
of records.
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01RM RECORDS MANAGEMENT PROCEDURES MANUAL 12/13/85
Official program records were often maintained by
staff responsible for that program area.
To address these problems the present records management
system was developed and consists of four primary components:
A uniform file classification system to provide easy
and consistent filing of all records throughout OIRM.
Each division and branch will keep its own active
records and retain full control over them to allow for
easy access by program personnel who normally use the
records.
Systematic assignment of responsibility for the
control and maintenance of administrative and program
records to a designated records coordinator who is
responsible for classifying, filing, maintaining, and
retiring records. Records are managed in accordance
with the standards and procedures presented in
Chapters III-VIII.
Standard OIRM records management procedures to form
the basis for general records management activities
and practices.
2. ORGANIZATION OF THIS MANUAL
The OIRM Records Management Procedures Manual establishes
uniform records management procedures and practices for OIRM
divisions and branches. The Manual describes the components of
the OIRM records management system in the next chapter and
presents procedures to govern the following activities:
Recordkeeping Chapter III
File classification Chapter IV
Filing Chapter V
Retrieval and control Chapter VI
of records
Records retention and Chapter VII
disposition
Ordering file equip- Chapter VIII
ment and supplies.
Each procedural chapter defines the scope of the activity and
lists the responsible staff and actions to be performed.
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL 12/13/85
II. COMPONENTS OF THE SYSTEM
1. SUBJECT-NUMERIC UNIFORM FILE CLASSIFICATION
A uniform file classification based on standard subject
headings superimposes one "master" filing system for all
records. It groups related records together by a unifying
subject category and provides a logical "hook" for all types of
records — administrative, program records and reference
materials. These categories can be as general or specific as
necessary.
The OIRM subject-numeric file classification scheme
consists of three tiers. The first tier is the primary subject
heading for a group of records. The second and third tiers are
sub-headings within the primary subject heading. This system
is similar to the organization of goods in a supermarket. For
example:
CANNED GOODS (Primary Subject)
Canned Vegetables (Secondary Subject)
Canned Beans (Tertiary Subject)
For each heading and sub-heading there is assigned an
appropriate subject-numeric code. Each code consists of three
letters and a series of numbers. The three letters indicate
the name of the primary subject such as "AMP" for
"Administrative and Management Programs". These codes remind
the user of what subject they represent. Each code contains
the three-letter prefix followed by a number. The alphabetic
prefix identifies the subject and the number identifies each
sub-heading. For example:
AMP ADMINISTRATIVE AND MANAGEMENT PROGRAMS (Primary Subject)
AMP 4 Property Management (Secondary Subject)
AMP 4-1 Office Equipment (Tertiary Subject)
Typically OIRM files are divided into several main groups
as described below:
a. Administrative Files. These are administrative, or
non-program records. They are often called house
keeping records because they are generated by support
functions such as personnel management, finance or
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office services. Together with program records,
administrative records comprise over 95% of all
records.
b. Program Files. These records relate directly to the
mission of the Environmental Protection Agency. They
include subject files and case files. Program files
compose by far the greater share of the records of
most offices.
c. Transitory Files. These files contain material
valuable only for a short time (several weeks to
several months). A prime example of a transitory file
is the "reading" (chronological) file. The reading
file is composed of duplicate copies of outgoing
correspondence or documents arranged chronologically.
After circulation, file these copies in monthly
folders, keep one year and destroy. Keep other
transitory material 90 days and destroy.
d. Convenience or Personal Files. These files answer
personal and operational needs not provided for by
official administrative or program files. These files
include an individual staff member's working files and
personal files. Keep these files and records to an
absolute minimum consistent with operational
requirements.
The file system contained in Appendix A is structured to
correspond to only two of the above types of records. Part A
of the file classification deals with administrative records
and Part B deals with program records. Together, these records
comprise the overwhelming majority (95%) of all OIRM records.
Transitory and personal files are usually set up and used
solely by one person. These files are classified and
maintained in a logical framework tailored by the user. For
this reason, this Manual does not apply to these files.
Administrative records include those "house-keeping" records
that are fairly uniform for all organizational units and do not
directly relate to the program activities of any specific
office. Some typical administrative categories include:
AMP Administrative and Management Programs
BUA Budget Administration
CON Contracts
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Program records consist of records directly related to the
mission and program activities of each division within OIRM.
For example, the following program record categories have been
developed for the Information Management and Services Division
(IMSD):
IMS INFORMATION MANAGEMENT AND SERVICES DIVISION
PROGRAM RECORDS
IMS 1 DATA MANAGEMENT
IMS 1-1 Assessing EPA's Long Range Information
Systems Needs
IMS 1-2 Data Standards
IMS 1-3 Systems Inventory
IMS 1-4 Data Element Dictionary
IMS 1-5 Information Systems - Integration &
Standards
IMS 2 REQUIREMENT SYSTEMS ANALYSIS
IMS 2-1 Enforcement Study
IMS 2-1-1 Enforcement Study Horkplan
IMS 2-1-2 Enforcement Strategy
IMS 2-1-3 Enforcement Data Systems Planning
IMS 2-1-4 Enforcement Data Systems
IMS 2-2 Groundwater
IMS 2-3 Risk Assessment
IMS 2-4 ERB Data Systems Study
IMS 2-5 PCS Study
A uniform system eliminates problems in locating
administrative records within sub-units because records are
grouped similarly office-wide. All records must be classified
using the categories listed in Appendix A. Study the
categories and become familiar with both general administrative
categories and the subject headings and sub-headings for your
office.
2. LOCATION AND CONTROL OF RECORDS
OIRM has a controlled-decentralized records management
system which implies that each organizational unit within OIRM
should maintain its own records. Each branch, division, and
the immediate office of the Director should maintain its
records in a location central to all unit staff to ensure easy
access. For each OIRM division and branch, a records
coordinator (usually the branch and/or division secretary) is
assigned the responsibility for maintaining and managing the
respective organizational unit's administrative and program
files.
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Responsibilities include:
Incorporating records provided by the responsible
program staff member into the appropriate files
Updating the files
Maintaining a charge-out system, as necessary
Adhering to Agency records retention schedules, and
archiving/disposing of records when necessary.
All OIRM staff play a key role in managing OIRM records. These
responsibilities, and those of the records coordinators are
detailed in Chapters III-VIII.
In addition, the Agency has developed a set of policy
directives for the organization and maintenance of all EPA
records (e.g., the EPA Records Management Manual, 1984). All
staff should become familiar with these general policies and
procedures and ensure they are followed to provide for the
safekeeping and efficient management of OIRM records.
The Information Management and Services Division has been
designated overall responsibility for the coordination and
oversight of OIRM's records management activities. As part of
this responsibility, IMSD will be responsible for updating the
OIRM file classification provided in Appendix A. Formal
requests to revise Appendix A should be submitted to the Chief,
Information Management Branch. Other questions regarding the
OIRM records management system and this Manual should be
directed to IMSD staff.
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OIRM RECORDS MANAGEMENT PROCESS
FEDERAL
RECORDS
CENTER
DISPOSING OF
OLD RECORDS
RECORD KEEPING
RETRIEVAL
& CONTROL
CLASSIFYING
RECORDS
FILING
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III. RECORDKEEPING
1. GENERAL
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.
Agency personnel must comply with Agency policy to make and
preserve records and documentation of the organization,
functions, policy decisions, procedures and essential
transactions of the Agency and its component organizations.
Within OIRM, official records (those generated or acquired by
OIRM in order to administer or perform its program mission)
shall be maintained centrally in each division or branch by the
designated records coordinator (usually the branch and/or
division secretary).
2. PROCEDURES
Responsibility
All Staff
Action
1. Ensure that the official copy of
correspondence (yellow copy showing
concurrences), reports and other
documentation related to the
administration or program mission
of the office is provided to the
assigned records coordinator for
incorporation into the official
files.
a. Note: A file copy of all
documents generated on
electronic media (e.g., personal
computer or E-Mail) shall be
maintained in the official files
in hard copy or on disk.
2. Ensure that an official file copy
of documentation acquired from
sources outside the immediate
program office which pertain to the
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conduct of program functions is
provided to the assigned records
coordinator for incorporation into
the official files.
Records Coordinator 3. Procedures for filing are contained
in Chapter V.
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IV. CLASSIFYING RECORDS FOR FILING
1. GENERAL
Prior to filing in the OIRM uniform file system, staff who
generate or acquire new records or revisions to records must
classify the record and assign an appropriate subject-numeric
file code. Classification is the process of determining the
correct file in which a record should be placed. The ability
to locate papers promptly after they have been filed depends
largely on the care and skill used to determine where to file
them. Be consistent in classifying material for filing.
Note: Any document that does not contain a file code will be
returned.to the originator so that they can assign a file code
to the document.
2. PROCEDURES
Responsibility
All Staff
Action
1. Classify document using the OIRM
File Classification System in
Appendix A.
2. Read and analyze the document.
Search for key words or phrases.
3. Determine the most outstanding or
prominent subject, that is, the
subject by which it would be
requested.
4. Determine if the record is
administrative or if it is a
program record.
5. Match the subject with the primary
subject heading in the Uniform File
Classification in Appendix A.
6. Match the secondary or tertiary
sub-headings.
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7. Note the code of that sub-heading
on the upper right-hand corner of
the document.
8. Give the record to the assigned
records coordinator or place in a
central box for materials to be
filed.
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FILING
1. GENERAL
The success or failure of the filing system is dependent on
properly carrying out several basic steps. These consist of
preparing and filing material in a timely manner and keeping
the files orderly. These steps are explained in detail below.
2. PROCEDURES
Responsibility
All Staff
Action
1. Following classification of the
document, give document to be filed
to the assigned records coordinator
or place the document in a central
box of materials to be filed.
Records Coordinator 1. Remove envelopes and all copies of
mail control forms and routing
slips, except those which contain
remarks of record value.
2. Assemble each unit of file material
(e.g., a letter with attachments).
a. Make sure material is in
chronological order
b. Make sure left-hand and upper
edges of each unit of material
are even
c. Staple or clip together.
3. Record the subject-numeric code in
the upper right-hand corner of the
document.
4. If no code has been assigned:
a. Request the originator to assign
the file code or
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b. Attempt to determine the primary
subject matter of the document
and match it with the
appropriate OIRM uniform file
category and assign a code to
the document in the upper
right-hand corner.
5. Determine the file location of the
subject file.
6. Find the appropriate file and place
the new material with material
pertaining to the same subject or
transaction.
a. Consolidate related subject
material.
7. Keep the files neat.
a. Loose Filing. We recommend
loose filing of papers in
subject file folders. Do not
fasten papers to the folder.
Loose filing permits you to
remove one or more pieces of
paper without removing the
entire folder from the file.
For case files, staple or fasten
related case materials together
and place in the folder.
b. Keep Papers Straight. When
placing material in file folder,
do not let the papers extend
beyond the edges of the folders.
c. Avoid Overloading File
Folders. When a file gets full
(about 3/4" thick), prepare a
new one and indicate the dates
covered on both the old and the
new folders. Place the new
folder in front of the old
folder in the file.
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Keep the Filing Current. Don't
let the backlog of unfiled
material accumulate. File
material each day on an
established schedule.
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VI. RETRIEVAL AND CONTROL OF RECORDS
1. GENERAL
The records coordinator is responsible for the retrieval
and control of records from the official files. A charge-out
system for official file material is essential to preserve the
integrity of the files. When a record is required from the
official files, staff should follow these steps.
2. PROCEDURES
Responsibility
All Staff
Action
1. Request that the records
coordinator:
a. Locate a particular record from
file or
b. Permit the requestor to locate
the record in the file.
2.
Records Coordinator 3.
4.
5.
6.
When requesting file material the
requestor shall provide as much
information as possible to identify
the file, i.e., the name of the
author, the date and the subject of
the material or the file code, etc.
If given the subject of the file or
the file code, go directly to that
file.
If uncertain of the exact subject,
consult the OIRM File
Classification (see Appendix A).
If the material cannot be located
in the files and is of recent date,
check the unfiled material.
Once the material has been located,
furnish it to the requestor.
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All Staff
Records Coordinator 8,
Complete a charge-out card,
Optional Form 23 (see Appendix B)
for any official file material to
be removed from a file station.
Place the completed charge-out card
in the file at the exact position
of the material it replaces.
Position the charge-out card in the
file in a vertical position so that
it extends above the guide cards
and folders. This arrangement will
make the charge-out cards
conspicuous and provide for rapid
refiling of loaned material. Use
of the charge-out card will
preserve the integrity of the files
by showing who is responsible for
the missing material.
When loaned material is returned,
replace the appropriate charge-out
card with the returned material.
Then, strike out the "charge-out"
information on the card.
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VII. RECORDS RETENTION AND DISPOSITION
1. GENERAL
OIRM records generally fall into two categories:
Permanent Records. Records which are considered to be
so valuable or unique in documenting the history of
the Agency or for informational content that they
should be preserved "forever" as part of the National
Archives of the United States.
Temporary Records. Records created incidental to
performance of the mission. They are "operational",
"support", and "service" type records which are
considered to be of temporary value to the Agency and
will be destroyed at some time.
Only a very small percentage of government records are
permanent. Most records are temporary and, by definition, have
a life cycle. They are created, used, maintained, and
destroyed. If records are not systematically disposed of/
there would not be sufficient office space to house them. Many
EPA records become inactive or semi-inactive, yet we must
maintain them for operational or legal reasons. Since we
cannot presently destroy these records, we must remove them
from active office space. The solution is to box them and ship
them to a Federal Records Center. These procedures are
described in Chapter 3 of the EPA Records Management Manual.
The EPA Records Management Manual specifies official time
schedules for disposing of records or transferring them to a
Federal Records Center. Retention schedules for administrative
records are contained in Appendix B and schedules for official
program-related records are contained in Appendix C of the EPA
Records Management Manual.
2. PROCEDURES
Responsibility Action
Records Coordinator 1. Classify records, with assistance
from the professional staff, as
temporary or permanent records.
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2. "Break" or cutoff official
administrative and program subject
files annually.
3. At the beginning of each calendar
year create new folders. File all
documents in the new folders. This
results in annual "blocks" of files.
4. As a general rule, keep most
subject files two or three years,
then send to the Federal Records
Center.
5. For reading or "chron" files, keep
in monthly folders. Maintain one
year and destroy.
6. For reference materials,
periodically review to determine
usefulness of documents. Consult
professional staff. Destroy
outdated or extraneous materials.
All 'Staff 7. Personal or Convenience
Files - These files are not
official EPA records and are
maintained for the convenience of
the using office. Destroy them
when no longer needed. Be sure no
official documents are contained by
mistake.
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VIII. ORDERING FILE EQUIPMENT AND SUPPLIES
1. GENERAL
Standard equipment and supplies promote economy,
efficiency, uniform operations, and improved appearance. The
records coordinator is responsible for ordering and obtaining
the necessary approvals for the acquisition of required
equipment and supplies such as file cabinets, folders, labels
and guide cards.
2. PROCEDURES
Responsibility
Records Coordinator 1,
Action
When requesting new filing
cabinets, complete EPA Form 1900-8,
Procurement Request/Requisition
(see Appendix C), in accordance
with Chapter 5 of the EPA Records
Management Manual.
When requesting used filing
equipment, complete EPA Form 5100-2
Labor Services Request (see
Appendix D), in accordance with
Chapter 5 of the EPA Records
Management Manual.
3. Filing Supplies. Order standard
types of file folders, folder
labels, and guide cards through
normal supply channels.
a. File Folders. Letter size kraft
folders (100% sulfate pulp).
Medium weight, 147 pounds (11 •
point). Natural color kraft
folders. Blank, vertical, flat
type. Square cut. Bottom
scored for 3/4" expansion.
Legal size folders are
authorized as compatible
supplies for legal size cabinets.
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b. Folder Labels. Use oblong
self-adhering (pressure
sensitive) labels which require
no water, solvent, or heat to
apply. Labels for captions
comprising three or less
typewritten lines, 3 1/2" by
1/2", are available in plain
white and with color
identification strips.
c. Guide Cards. Use self tab, 1/3
cut pasteboard guide cards or
1/3 cut steel tabbed heavy press
board file guides.
d. File Charge-Out Cards. Use
Optional Form 23, "File
Charge-Out Card." This Form is
designed for repeated use and
utilizes both sides of the card.
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APPENDICES
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL 12/13/85
APPENDIX A
OIRM FILE CLASSIFICATION
Files Maintenance Plans
The OIRM File system consists of two parts. Part A deals
with "Administrative Records" and Part B deals with "Program
Records."
This files system is a subject-numeric system. It contains
an alphabetic three-letter prefix followed by a number. The
alphabetic prefix identifies the primary subject heading and the
number identifies each sub-heading under the primary subject
heading.
A. Subject Classification of Administrative Records
The following is a list of subject headings used in
classifying administrative records for filing. These records
include "house-keeping" or facilitative records that do not
relate directly to the programs or mission of your office.
1. General Categories
PRIMARY SUBJECT CLASSIFICATION CODE
ADMINISTRATIVE & MANAGEMENT PROGRAMS AMP
BUDGET ADMINISTRATION BUA
FINANCIAL MANAGEMENT FIM
PERSONNEL PER
PROGRAM PLANNING PRP
PUBLIC AWARENESS PUB
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2. Detailed Filing Plan
AMP
AMP 1
AMP 2
AMP 3
APM 3-1
AMP 4
AMP 4-1
AMP 4-2
AMP 4-3
AMP 4-4
AMP 4-5
AMP 4-5-1
AMP 4-5-2
AMP 4-5-3
AMP 4-5-4
AMP 4-5-5
AMP 4-5-6
AMP 4-5-7
AMP 4-5-8
AMP 5
AMP 5-1
AMP 6
AMP 7
AMP 7-1
AMP 8
AMP 8-1
AMP 8-2
AMP 8-3
AMP 8-4
AMP 9
AMP 9-1
AMP 10
AMP 10-1
AMP 10-1-1
BUA
BUA 1
BUA 2
BUA 2-1
BUA 2-2
BUA 3
BUA 4
BUA 5
BUA 5-1
BUA 5-2
ADMINISTRATIVE AND MANAGEMENT PROGRAMS
POLICY AND PROCEDURE
REPORTS AND STATISTICS
FACILITIES MANAGEMENT
Space Allocation
PROPERTY MANAGEMENT
Office Equipment - Service & Maintenance
Word Processing Equipment
IMSD Equipment Needs
Facilities/Equipment Issues
Maintenance Agreements
3M Business Products
COMSEL Corporation
Federal Data Corporation
OCE Copies
Raython/Lexitron
Savin Copier
Supreme Equipment
TRW Customer Service
PRINTING SERVICES
Printing Requisitions
DIRECTIVES
FORMS
Form Letters
CORRESPONDENCE MANAGEMENT
Procedures for Preparing Correspondence
Correspondence Control
Electronic Mail
Logging and Indexing of Lexitron Disks
MAIL AND MESSENGER SERVICES
Courier Services
TELECOMMUNICATIONS
Telephones
Work Orders
BUDGET ADMINISTRATION
POLICY & PROCEDURES
PREPARATION
Budget Workplans
Budget Tracking
DIVISION/STAFF BUDGET
OIRM BUDGET
OMB SUBMISSION
Budget Backup for OMB Submission
Passback
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BUA 6 CONGRESSIONAL BUDGET SUBMISSION
BUA 6-1 Congressional Budget Hearings
BUA 7. OMB MANAGEMENT REVIEWS
BUA 8 OMB DATA CALL FOR 1985
BUA 9 A-11-43F AND SUBMISSION FOR FY 85
BUA 10 INFORMATION COLLECTION BUDGET
BUA 11 SUPERFUND COST ALLOCATIONS
FIM FINANCIAL MANAGEMENT
FIM 1 POLICY & PROCEDURES
FIM 2 REPORTS AND STATISTICS
FIM 2-1 Status of Funds Report
FIM 3 PAYROLL
FIM 4 TRANSPORTATION
FIM 4-1 Travel Policy
FIM 4-2 Employee Travel (Individual Files)
FIM 4-3 IMSD Travel Plan
FIM 4-4 IMSD Travel Problems (Employees)
FIM 5 PROCUREMENT
FIM 5-1 Purchase Requests
FIM 5-2 Year End Procurement Opportunities
FIM 5-3 Blanket Purchase Agreements
FIM 5-3-1 3M Business Products
FIM 5-3-2 Defense Printing
FIM 5-3-3 Dependable Courier
FIM 5-3-4 Purolator Sky Courier
FIM 5-4 Supply Card
FIM 6 OBJECT CLASSIFICATION CODES
FIM 7 DOCUMENT CONTROL NUMBERS/PR
FIM 8 DEPOSIT ACCOUNTS
FIM 8-1 GPO
FIM 8-2 NTIS
FIM 8-3 Invoices
FIM 8-3-1 CSC
FIM 8-3-2 CRC
PER PERSONNEL
PER 1 POLICY AND PROCEDURES
PER 2 REPORTS AND STATISTICS
PER 3 ATTENDANCE
PER 3-1 Time and Attendance Cards
PER 3-2 Flextime Information
PER 4 EMPLOYEE PERFORMANCE & UTILIZATION
PER 4-1 Training & Career Development
PER 4-1-1 IMSD Training Plan
PER 4-1-1 WIC Audiovisual Courses
PER 4-1-2 Course Announcements
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PER 4-2 Performance Standards
PER 4-2-1 Non-Performance Standards
PER 4-2-2 Merit Pay Standards
PER 4-3 Employee Recognition & Incentives
PER 4-3-1 Awards
PER 5 EMPLOYMENT (Applicants, Appointments,
Recruitment)
PER 5-1 OIRM Staffing Requirements
PER 5-2 Minority Recruitment
PER 5-3 Hiring Freeze
PER 5-4 Extension of Personnel Appointment for
Consultant
PER 6 GENERAL PERSONNEL
PER 6-1 Inspections, Surveys & Audits
PER 6-2 Personnel Records (Individual Files)
PER 7 HEALTH & INSURANCE
PER 8 EMPLOYEE RELATIONS
PER 8-1 Employee Responsibilities & Conduct
PER 8-2 Personnel - Labor Relations
PER 8-3 Ethics/Conflict of Interest
PER 8-4 HATCH Act Requirements
PER 8-5 Request for Outside Employment - IMSD
Employee
PER 9 POSITION CLASSIFICATION, JOB DESCRIPTIONS,
PAY ALLOWANCES
PER 10 SEPARATION
PER 11 PERSONNEL ACTIONS & REQUESTS
PER 12 EQUAL EMPLOYMENT OPPORTUNITY
PER 12-1 Grievance Process
PER 12-2 Complaint of Discrimination
PER 13 RESUMES OF EMPLOYEES & POTENTIAL CANDIDATES
PER 14 EXECUTIVE DEVELOPMENT
PER 15 SENIOR EXECUTIVE SERVICE
PER 16 REDUCTION-IN-FORCE (RIF's)
PER 17 INTERNS
PER 18 EXCHANGE PROGRAM (Personnel from Foreign
Countries)
PER 19 ESSENTIAL EMPLOYEES
PRP PROGRAM PLANNING
PRP 1 ORGANIZATION PLANNING
PRP 1-1 Functional Statements
PRP 1-2 Organizational Charts
PRP 1-3 Reorganization
PRP 1-4 OIRM Responsibilities by Division
PRP 1-5 OIRM & Administrative Systems Division
Staff Reassignments
A-4
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01RM RECORDS MANAGEMENT PROCEDURES MANUAL 12/13/85
PRP 2 DELEGATION OF AUTHORITY
PRP 3 OPERATING PLAN
PRP 3-1 Work Plans (FY 85 & 86)
PRP 4 GOALS
PRP 5 ACCOMPLISHMENTS
PRP 6 STRATEGIC PLANNING & MANAGEMENT SYSTEM
PRP 7 PLANNING GUIDE (86 & 87)
PRP 8 43-A PLANNING DATA
PUB PUBLIC AWARENESS
PUB 1 SPEECHES
PUB 2 NEWSLETTERS
PUB 3 FREEDOM OF INFORMATION REQUESTS
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL 12/13/85
B. Subject Classification of Program Records
The following is a list of subject headings used in
classifying program records. These records consist of
material directly related to the mission of the U.S.
Environmental Protection Agency. Do not use subjects in
this listing for the classification of administrative
records.
1. General Categories
PRIMARY SUBJECT HEADINGS CLASSIFICATION CODES
ADMINISTRATIVE SERVICES DIVISION ADS
CONTRACTS CON
EXTERNAL RELATIONS EXR
INTERAGENCY AGREEMENTS IGA
INFORMATION RESOURCES MANAGEMENT IRM
PROGRAM RECORDS
INFORMATION MANAGEMENT AND SERVICES IMS
DIVISION PROGRAM RECORDS
LEGISLATION LEG
MANAGEMENT PLANNING AND EVALUATION MPE
PROGRAM RECORDS
PROGRAM SYSTEMS DIVISIONS PROGRAM PSD
RECORDS
TELECOMMUNICATIONS AND SECURITY TIS
STAFF PROGRAM RECORDS
2. Detailed Filing Plan
ASP ADMINISTRATIVE SYSTEMS DIVISION PROGRAM RECORDS
ASD 1 SYSTEM APPLICATION AND ADP
SUPPORT TO OARM OFFICES
ASD 2 AGENCYWIDE SYSTEMS DEVELOPMENT
ASD 3 SOFTWARE DEVELOPMENT STANDARDS
ASD 3-1 Software Tools Issue
ASD 3-2 Integrated Software Architecture
ASD 3-3 3rd party Software
ASD 4 REVIEW OF PROCUREMENT REQUESTS
ASD 5 ADMINISTRATIVE SYSTEMS FAMILY STRATEGY
A-6
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL 12/13/85
ASD 6 SYSTEMS
ASD 6-1 Electronic Mail Systems
ASD 6-2 EPACE
ASD 6-3 DIPS Master File
ASD 6-4 TAPS (Time & Attendance Payroll System)
ASD 6-5 Personnel Systems
ASD 6-5-1 Personnel Management Information System
ASD 6-5-2 Merit Pay System
ASD 6-5-3 ADABAS (Payroll/Personnel System)
ASD 6-6 Financial Management System (FMS)
ASD 6-6-1 FMS Overview
ASD 6-6-2 Accounts Payable Information
ASD 6-6-3 ADP Resources Supporting FMS
ASD 6-6-4 FMS Documentation Approved by GAO
ASD 6-6-5 FMS Conversion
ASD 6-6-6 FMS/RMIS Redesign
ASD 6-6-7 FMS Support-Las Vegas National Systems
ASD 6-7 Office Resources Management System
ASD 6-8 A-127 Integration System
ASD 6-9 Automated Document Control Register (ADCR)
ASD 6-10 Travel Management System (TMS)
ASD 6-11 Grants Information System (GICS)
ASD 6-11-1 GICS Modernization
ASD 6-12 Contract Systems
ASD 6-12-1 Contracts Information System
ASD 6-12-2 Automated Procurement Document System
ASD 6-12-3 Small Purchases System
ASD 6-13 Real Estate Management System
ASD 6-14 Space Utilization and Management System
ASD 6-15 Personal Property Accounting System
ASD 6-16 Administrator's Management Accountability
System
ASD 6-17 Executive Correspondence Tracking System
ASD 6-18 Freedom of Information System
ASD 6-19 CORE Systems
ASD 6-20 Artifical Intelligence/ Expert System
ASD 6-21 Standard Correspondence Tracking System
(SCOT)
ASD 6-22 Asbestos Program System
ASD 6-23 Workload Tracking System
ASD 6-24 Health Safety System
ASD 6-25 ORDIS
ASD 6-26 CIS
ASD 6-27 PPS
ASD 6-28 Information Clearing House System
ASD 6-29 Cryptography System
ASD 6-30 Monitoring of Contractor Support
ASD 7 TECHNOLOGY RENEWAL
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL 12/13/85
ASD 8 TFCS
ASD 8-1 Letter-of-Credit
ASD 8-2 Treasury Tape Requirements
ASD 9 EQUIPMENT (SPECIFICATIONS,
CHARTS)
ASD 10 POP 11/70 RTP COMMUNICATIONS
CON CONTRACTS
CON 1 CONTRACT POLICY AND PROCEDURES
CON 2 PROJECT OFFICER DESIGNATION FOR
OIRM CONTRACTS
CON 3 CONTRACT MANAGEMENT GUIDELINES
CON 4 CONTRACTOR PERFORMANCE
EVALUATION
CON 5 COMPETITION IN CONTRACTING ACT
(CICA)
CON 6 DE-OBLIGATION & RECERTIFICATION
POLICY
CON 7 P.M. GUIDELINES
CON 8 CONTRACTING OUT (OMB Circular
A-76)
CON 9 CONTRACTS (Establish a case file for each
contract. Arrange files alphabetically by
name of contractor. The case file should
contain the following documents. Basic
Contract File. Copy of contract and all
modifications thereto; copy of specifications,
drawings, or manuals incorporated into the
contract by reference; listing of contractor
submitted requirements; listing of Government-
furnished property or services; listing of all
information or documents furnished to the
contractor, copy of the pre-awarded survey, if
conducted, schedule of compliance reviews.
File on Project Officer (PO) and Contract
Monitor Designation. Copy of PO designation;
letters of contract monitor assignments with
copy of transmittal letter furnished to the
contractor; listing of specialized contract
administration functions delegated to the PO
or contract monitor. Internal Correspondence
File. Record of communications between PO and
other support activities; in-house performance
checklist; copies of all correspondence
between the PO and the Contracting Officer;
copies of correspondence between the PO and
contract monitors and sponsoring activities.
Contractor Correspondence File. Copy of all
A-8
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL 12/13/85
general correspondence related to the
contract; original of all contract submittals
of data and reports; copy of notice to
proceed, stop work, or correct deficiencies;
copy of all letters of approval pertaining to,
for example: materials; the contractor's
quality control program; prospective
employees; work schedules, etc. Payment
File. Information relative to discount
provisions for prompt payment; copy of
contractor invoices; copies of inspection
reports; letters pertaining to contract
deductions or fee adjustments; back-up
documentation for recommendation of contractor
payment or progress payment.
CON 9-1 American Management System
CON 9-2 Arthur Young
CON 9-3 Booz-Allen & Hamilton
CON 9-4 Computer Systems Corporation/Informatics
CON 9-5 CRC
CON 9-6 EBON
CON 9-7 Graphic Services Contract
CON 9-8 SYCOM, Inc.
CON 10 CONTRACTWIDE MANAGEMENT REPORT SUBMITTED BY
CONTRACTOR
CON 11 VOUCHERS FOR DELIVERY ORDERS
CON 12 RFP's
CON 13 MODIFICATIONS
CON 14 PROJECTION OF CONTRACT ACTIVITIES
CON 15 INVENTORY OF ADP EQUIPMENT
CON 16 INSPECTOR'S GENERAL REVIEW
CON 17 GAO STUDY
EXR EXTERNAL RELATIONS
EXR 1 CONGRESSIONAL RELATIONS
EXR 2 TESTIMONY
EXR 3 INTERAGENCY RELATIONS AND ARRANGEMENTS
EXR 3-1 GSA
EXR 3-2 NARA
EXR 3-3 OMB
EXR 4 ASSOCIATIONS, COMMITTEES AND BOARDS
EXR 4-1 Associated Information Managers (AIM)
EXR 4-2 Federal Information Managers (IRM)
EXR 4-3 Association of Records Managers and
Administrators (ARMA)
EXR 4-4 Ad Hoc-Joint Committee on Printing
EXR 4-5 Interagency Committee on Records and
Information Management
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL 12/13/85
EXR 4-6 IRM Interagency Committee
EXR 4-7 EPA IRM Steering Committee
EXR 4-8 National Research Council/NAS Report on
EPA Data
EXR 4-9 OIRM/OARM Conference
EXR 4-10 Environmental Planning Conference
IGA INTERAGENCY AGREEMENTS
IGA 1 BRS/BIBLIOGRAPHIC RETRIEVAL SERVICE
IGA 2 CHEMICAL INFORMATION SYSTEM/BIBLIOGRAPHIC
RETRIEVAL SYSTEM
IGA 3 CHEMICAL INFORMATION SYSTEM/FEIN MARQUAT
IGA 4 CHEMICAL INFORMATION SYSTEM/INFORMATION
IGA 5 INFORMATION CLEARINGHOUSE/EPA
IGA 6 COMPU-SERVE, INC.
IGA 7 DIALOG INFORMATION SERVICE
IGA 8 GENERAL SERVICES ADMINISTRATION/AMERICAN
MANAGEMENT SYSTEMS
IGA 9 NATIONAL ARCHIVES AND RECORDS ADMINISTRATION
IGA 10 OGLC/ON-LINE LIBRARY CATALOGING CENTER
IGA 11 ORBIT/SYSTEM DEVELOPMENT CORPORATION
IGA 12 VU/TEXT, INC.
IGA 13 WESTLAW/WEST PUBLISHING COMPANY
IGA 14 CAS ONLINE/CHEMICAL ABSTRACT SERVICE
IGA 15 NATIONAL GROUND WATER INFORMATION CENTER
DATA BASE/NATIONAL WATER WELL ASSOC.
IGA 16 NEWSNET INC.
IRM OFFICE OF INFORMATION RESOURCES MANAGEMENT
PROGRAM RECORDS (Categories to be used by
the Director's immediate office and other
OIRM offices)
IRM 1 POLICY AND PROCEDURES
IRM 1-1 Federal Information Resources Management
Policy
IRM 1-2 IRM Policy
IRM 1-2 Public Access Policy
IRM 1-3 System Planning & Development Policy
IRM 1-4 EPA Microcomputer Policy
IRM 1-5 ADP Signature Authority
IRM 1-6 Groundwater Data Management Policy
IRM 2 REPORTS AND STATISTICS
IRM 2-1 Weekly Reports
IRM 2-2 OIRM Quarterly Report
IRM 2-3 GAO Reports
IRM 2-3-1 Automated Submission of Data
IRM 2-4 GSA Reports
IRM 2-5 NARA Reports
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL 12/13/85
IRM 2-6 Grace Commission Report
IRM 2-7 National Environmental Report
IRM 2-8 Report of the Committee on the Records of
Government
IRM 3 MEETINGS
IRM 3-1 Appointment Calendar
IRM 3-2 Federal Administrators Management
Association (FAMA)
IRM 3-3 Regional Administrator's Meeting
IRM 3-4 Word Processing Conference
IRM 3-5 State Advisory Committee
IRM 4 ISSUE PAPERS
IRM 5 BRIEFINGS
IRM 6 SPECIAL PROJECTS/STUDIES
IRM 6-1 National Academy of Public Administration
(NAPA) Study
IRM 6-2 President's Private Sector Survey on Cost
Control
IRM 6-3 Nolan Study on Information Systems
IRM 6-3-1 CSIN
IRM 6-3-2 AIRS
IRM 6-3-3 STORET
IRM 6-3-4 Groundwater Data Base
IRM 6-3-5 FINDS
IRM 6-3-6 Mapping/Graphic
IRM 6-3-7 Geographical Exposure Modeling System
IRM 6-3-8 PC Focus (IBI)
IRM 6-3-9 Hydrologic Evaluation of.Landfill
Performance (HELP)
IRM 6-3-10 Geographic Information Systems
IRM 6-3-11 PIPQUIK
IRM 6-3-12 GEOMAP
IRM 6-3-13 HWDMS/CERCLIS Data Base
IRM 6-3-14 FATES
IRM 6-4 Region III Hazardous Records Management
Study
IRM 6-5 Office Automation Studies
IRM 7 REGIONS
IBM 7-1 Region 1
IRM 7-2 Region 2
IRM 7-3 Region 3
IRM 7-4 Region 4
IRM 7-5 Region 5
IRM 7-6 Region 6
IRM 7-7 Region 7
IRM 7-8 Region 8
IRM 7-9 Region 9
IRM 7-10 Region 10
IRM 8 LABS
IRM 8-1 - Cincinnati
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL 12/13/85
IRM 8-2 RTF
IRM 9 MANAGEMENT CONFERENCES
IRM 9-1 Symposium
IRM 9-2 Retreats
IRM 10 MANAGEMENT INFORMATION SYSTEMS
IRM 10-1 Internal Controls
IRM 10-2 Tracking System
IRM 10-3 OARM Corrective Action Tracking System
IRM 11 REGULATIONS AND STANDARDS
IRM 11-1 EPA
IRM 11-2 OMB
IRM 11-2-1 OMB Circular 85-12 - Federal Information
Systems & Technology Planning
IRM 11-2-2 OBM Circular 84-09 - Information
Technology Plans & Major Systems
Inventory
IRM 11-3 GSA
IRM 11-3-1 FIRMR - Triennial Review of IRM
Activities
IRM 11-3-2 FIRMR - Integrated Records Management
Provisions
IRM 11-4 NARA
IRM 12 IRM REFERENCE LITERATURE (Use this
classification to file all technical reference
materials, including journal articles and
other publications pertaining to Information
Resources Management. Arranged alphabetically
by subject.)
IRM 13 MANAGEMENT REVIEWS (OMB Bulletin 84-14)
IRM 13-1 Management Assistance Review (Region III
and RTP)
IRM 14 INFORMATION RESOURCES MANAGEMENT (IRM) ISSUES
IRM 14-1 Management of Federal Information
Resources
IRM 14-2 Federal IRM Directory
IRM 14-3 Information Resources Planning Report to
OMB
IRM 14-4 IRM Senior Official Designation
IRM 14-5 OIRM Liaison on IRM
IRM 14-6 EPA Regional IRM Designee
IRM 14-7 IRM Contacts in Other Agencies
IRM 14-8 Federal IRM Review Program
IRM 14-9 Framework for IRM Program Management
IRM 14-10 Information Technology
IRM 14-11 IRM Strategy
IRM 14-12 Federal Information Processing Standards
IRM 15 FEDERAL INFORMATION SYSTEMS AND TECHNOLOGY
PLANNING
IRM 16 WASHINGTON INFORMATION CENTER (WIC)
IRM 16-1 WIC Open House
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL 12/13/85
IRM 17 NATIONAL COMPUTER CENTER
IRM 17-1 Audit of EPA's National Computer Center
IRM 18 COMPLETION IN THE ACQUISITION OF
INFORMATION RESOURCES (P.L 98-369 &
98-577)
IRM 19 AUTOMATIC DATA PROCESSING
IRM 19-1 ADP Delegations
IRM 19-2 OIRM Approval Requirement for ADP
Acquisitions
IRM 19-3 ADP Planning Process & Guidance
IRM 19-4 Guide for ADP Reviews
IRM 19-5 ADP Systems Audit Program
IRM 19-6 ADP Consolidation (CADP)
IRM 19-7 ADP Modernization
IRM 19-7-1 Distributed Processing Modernization
IRM 19-8 Request for ADP Equipment
IRM 19-9 OAOPS ADP Modernization Planning Project
IRM 19-10 ORD ADP Policies and Procedures
IRM 19-11 Regional ADP Resources
IRM 19-11-1 Minicomputer Capacity in Region X
IRM 19-12 Computers/Word Processors
IRM 19-12-1 IBM PC
IRM 19-12-1-1 Procurement of Personal Computers
IRM 19-12-1-2 Personal Computer Pilot Final Report
IRM 19-12-2 Prime
IRM 19-12-2-1 Guidelines for Prime Application
Systems Development
IRM 19-12-3 Lexitron
IRM 19-12-3-1 Lease/Purchase Lexitron
IRM 20 ENVIRONMENTAL MONITORING STRATEGIES
IRM 20-1 Air
IRM 20-2 Water
IRM 20-3 Toxic
IRM 20-4 Pesticide
IRM 20-5 OWSER
IRM 20-6 ORD
IRM 21 MANAGING FOR ENVIRONMENTAL RESULTS
IRM 22 MANAGING ENVIRONMENTAL RISKS
IMS INFORMATION MANAGEMENT & SERVICES DIVISION
PROGRAM RECORDS
IMS 1 DATA MANAGEMENT
IMS 1-1 Assessing EPA's Long Range Information
Systems Needs
IMS 1-2 Data Standards
IMS 1-3 Systems Inventory
IMS 1-4 Data Element Dictionary
IMS 1-5 Information Systems - Integration &
Standards
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL 12/13/85
IMS 2 REQUIREMENT SYSTEMS ANALYSIS
IMS 2-1 Enforcement Study
IMS 2-1-1 Enforcement Study Workplan
IMS 2-1-2 Enforcement Strategy
IMS 2-1-3 Enforcement Data Systems Planning
IMS 2-1-4 Enforcement Data Systems
IMS 2-2 Groundwater
IMS 2-3 Risk Assessment
IMS 2-4 ERB Data Systems Study
IMS 2-5 PCS Study
IMS 3 EPA INFORMATION CLEARINGHOUSE
IMS 3-1 Grants and Contracts
IMS 3-2 Models
IMS 4 PRIVACY ACT
IMS 4-1 Delegation of Privacy Act Officer
IMS 4-2 Privacy Act Procedures
IMS 4-3 Annual Privacy Report
IMS 4-4 Systems
IMS 5 RECORDS MANAGEMENT
IMS 5-1 Records Management-General
IMS 5-2 Records Management Conferences/Meetings
IMS 5-3 Records Career Program
IMS 5-4 Records Management Awards
IMS 5-5 Records Clean-Up/Cleansweep Campaigns
IMS 5-6 Regional Records Management Program
IMS 5-7 Evaluations of Records Management Programs
IMS 5-7-1 Headquarters
IMS 5-7-2 Regions
IMS 5-7-3 Laboratories
IMS 5-8 Records Management Studies
IMS 5-8-1 OIRM Records Management Study
IMS 5-9 Records Training
IMS 5-10 File Plans
IMS 5-10-1 IMSD File Plan
IMS 5-11 Records Control Schedules
IMS 5-12 Transfer of Records to NARA
IMS 5-13 Disposal of Records
IMS 5-13-1 Records Disposed of by SF 115
IMS 5-14 Frozen EPA Records
IMS 5-15 Vital Records
IMS 5-16 Audiovisual Records
IMS 5-17 Electronic Records (Machine-Readable -
ADP)
IMS 5-18 Microgaphics
IMS 5-18-1 Studies
IMS 5-18-2 Legality
IMS 6 LIBRARY
IMS 6-1 Library - General
IMS 6-2 Newsletter/EPA Libraries
A-14
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL 12/13/85
IMS 6-3 Tours/Open House - Library
IMS 6-4 Annual Meeting/EPA Libraries
IMS 6-5 Crystal City Reading Room
IMS 6-6 Collection of Environmental Information
for Library
IMS 6-7 Exchange Program/Foreign Libraries
IMS 6-8 Literature Searches
IMS 6-9 Inter-Library Loans
IMS 6-10 On-Line Catalog
IMS 6-11 Indexing
IMS 6-12 Acquisition/Shelf and Maintenance
IMS 6-13 Reference Service
IMS 6-14 Computer Coordinator of Internal
Automated Systems
IMS 6-15 Information Data Bases
IMS 6-15-1 NEXIS
IMS 6-16 Subscriptions
IMS 6-17 Procurement of Books & Journals
IMS 7 INTERNATIONAL REFERRAL SERVICE (INFOTERRA)
IMS 7-1 Translations
IMS 8 PUBLIC INFORMATION REFERENCE SERVICE
IMS 9 PUBLIC INFORMATION CENTER
IMS 9-1 Public Inquiries
IMS 9-2 Inquiry Control Log
IMS 9-3 Publications/Reference Materials
IMS 9-4 Reports
IMS 10 CONSUMER COMPLAINTS
LEG LEGISLATION
LEG 1 LEGISLATION (Use this classification to file
proposed and pending legislation of
interest to the Office of Information
Resources Management)
LEG 2 LEGAL OPINIONS
MPE MANAGEMENT PLANNING AND EVALUATION STAFF
PROGRAM RECORDS
MPE 1 MANAGEMENT ISSUES
MPE 1-1 Productivity Management
MPE 1-2 A-76 /Studies/Issues
MPE 2 DOCUMENT COORDINATION CONTROL
MPE 2-1 EPA
MPE 2-2 GAO
MPE 2-3 OMB
MPE 2-4 GSA
MPE 3 INVENTORIES
MPE 3-1 Environmental Source Inventories
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL 12/13/85
MPE 3-2 Equpiment Inventory
MPE 3-3 GSA ADPE Data Systems Inventory
MPE 3-4 Systems Inventory and Data Element Dictionary
MPE 3-5 Microcomputer Inventory
MPE 4 EVALUATIONS AND INTERNAL CONTROLS
MPE 4-1 Internal Controls
MPE 4-2 Audits
MPE 4-2-1 ADP Audit Status Report
MPE 5 PLANNING PROCESS
MPE 5-1 ADP Long Range Planning
MPE 5-2 ADP Short Term Planning
MPE 6 TIMESHARE
MPE 6-1 General Correspondence
MPE 6-2 Timeshare Issues
MPE 6-3 Timeshare Management
MPE 6-4 Timeshare Targets
MPE 6-5 Timeshare Planning Process
MPE 6-6 Timeshare Analysis
MPE 6-7 Timeshare Budget
MPE 6-8 Timeshare Allocation Process
MPE 6-9 Timeshare Pricing Factors
MPE 6-10 Regional Timeshare Requests
PSD PROGRAM SYSTEMS DIVISION PROGRAM RECORDS
PSD 1 DATA ADMINISTRATION
PSD 1-1 Data Base Management
PSD 2 SYSTEM DOCUMENTATION
PSD 3 INHOUSE SYSTEMS DOCUMENTATION SOFTWARE
PSD 4 SOFTWARE APPLICATIONS
PSD 4-1 EPA Provided
PSD 4-2 Acquired Outside EPA
PSD 5 DEVELOPMENT OF SOFTWARE SYSTEMS
PSD 5-1 Assurance and Standardization Including
Software Development Methodologies
PSD 5-2 Software System Quality
PSD 6 FEASIBILITY STUDIES
PSD 7 QUALITY ASSURACE PROGRAM
PSD 7-1 Quality Assurance of Data
PSD 8 STANDARDIZATION OF DATA ELEMENTS
PSD 9 PROCUREMENT REVIEW (ADP SERVICES, SOFTWARE
AND EQUIPMENT)
PSD 10 DATA HANDLING SERVICES INVOICES AND
PROGRESS REPORTS
PSD 11 LATITUDE/LONGITUDE RESEARCH INVOICES AND
PROGRESS REPORTS
PSD 12 SYSTEMS/MODELS
PSD 12-1 Systems Inventory
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL 12/13/85
PSD 12-2 STORET
PSD 12-2-1 STORET System Documentation
PSD 12-2-2 Merger of STORET and WATSTORE
PSD 12-2-3 ADP Service Agreements
PSD 12-2-4 Water Data Integration
PSD 12-2-5 STORET Updates
PSD 12-2-6 STORET Program Source - Hard Copy
PSD 12-2-7 STORET Graphics
PSD 12-2-8 STORET Flow File Information (FLOW)
PSD 12-2-9 STORET Reach File Information (REACH)
PSD 12-2-10 STORET Loc Program Information (LOG)
PSD 12-3 BIO STORET
PSD 12-4 Miscellaneous Water Systems
PSD 12-5 OSWER Systems
PSD 12-5-1 CERCLIS SYSTEM
PSD 12-5-2 Hazardous Waste System
PSD 12-5-3 Site Enforcement Tracking System
PSD 12-6 Permit Compliance System
PSD 12-7 PSD Moving Facilities File
PSD 12-8 Section 404 Management Information
System (MIS)
PSD 12-9 Pesticides and Toxic Substance System
PSD 12-10 FINDS
PSD 12-11 Expert Systems and Artificial
Intelligence (Al) Decisions Support
System
PSD 12-12 Statistical Analysis System (SAS)
PSD 12-13 CICS
PSD 12-14 ADABAS
PSD 12-15 MUD Discharge Model (MUD)
PSD 12-16 Air Emission Data File
PSD 12-16-1 Clean Air Report (Cost)
PSD 12-17 Residuals Accounting Model (RAM) Review
and Planning Files
PSD 12-17-1 Ram Users Guide and Notes
PSD 12-18 Water File
PSD 12-19 Water Quality Criteria File
PSD 12-20 Groundwater Office Data File
PSD 12-21 Water bodies File
PSD 12-22 ORD Planning File
PSD 12-22-1 ORD Bibliography File
PSD 12-23 Large Scale Modeling File
PSD 12-24 ADP File
PSD 12-25 Environmental Programs of Sweden Versus
U.S.A.
PSD 12-26 PROCESS Encyclopedia
PSD 13 SCIENTIFIC SERVICES
PSD 13-1 Scientific Models
PSD 13-2 Analysis of Scientific and Engineering
Data
A-17
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL 12/13/85
PSD 14 PROTOCOL CONVERTER EVAULATION
PSD 15 IBM LIBRARY
PSD 16 USERS MANUALS AND GUIDES
TIS TELECOMMUNICATIONS AND SECURITY STAFF
PROGRAM RECORDS
TIS 1 TELECOMMUNICATIONS
TIS 2 TELECOMMUNICATIONS SERVICES
TIS 2-1 Telephones
TIS 2-1-1 Telephone Problems
TIS 2-1-2 Telephone Calling Procedures
TIS 2-1-3 Requests for Telephones
TIS 2-1-4 Requests for Telephone Repairs
TIS 2-1-5 Installation of Telephones
TIS 2-1-6 Key Systems
TIS 2-1-7 Telephone Numbers
TIS 2-1-8 Location of Telephone Numbers
TIS 2-1-9 Credit Card Calls
TIS 2-2 Radio Frequency
TIS 2-3 Paging Service
TIS 2-4 Electronic Communications
TIS 2-4-1 Telegrams
TIS 2-4-2 Cables
TIS 2-4-3 Facsimile
TIS 2-5 Requests for Telecommunication Services
TIS 2-5-1 Western Union
TIS 2-5-2 Western Union International
TIS 2-5-3 AT&T
TIS 2-5-4 ITT
TIS 2-5-5 Bell Atlantic
TIS 2-5-6 TRT
TIS 2-5-7 GRAPHET
TIS 2-5-8 RCA
TIS 2-5-9 GSA
TIS 2-5-10 U.S. Transmission Systems
TIS 3 INFORMATION SECURITY
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL
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APPENDIX B
CHARGEOUT CARD
(Optional Form 23)
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL
12/13/85
APPENDIX C
PROCUREMENT REQUEST/REQUISITION
(EPA Form 1900-8}
"•*»_
of
US ENVIRONMENTAL PROTECTION AGENCY
WASHINGTON. DC 20400
PROCUREMENT
REQUEST/ORDER
1 NAME OF ORIGINATOR
3. MAIL CODE
4 TELEPHONE NUMBER
2 DATE OF REQUISITION
5. DATE ITEM REQUIRED
6 SIGNATURE OF ORIGINATOR
7 RECOMMENDED PROCUREMENT METHOD
8 DELIVER TO IP
• ADDRESS
10. MAIL CODE
11. TELEPHONE NUMBER
12. FINANCIAL DATA
(«) APPROPRIATION
NOTE: ITEM 12 (c) DOCUMENT TYPE-CONTRACT = "C." PURCHASE
ORDER = "P." IGA = "A," OTHER IMitc > = "X~
FMOUSE
CONTROL NUMBER
ACCOUNT NUMBER
OBJECT
CLASS
AMOUNT (g|
DOLLARS
CTS
13 SUGGESTED SOURCE ffltms.AMnu.ZIPCodt.Hmit/Canua,
14 AMOUNT OF MONEY
COMMITTED IS.
D ORIGINAL
Q INCREASE
D DECREASE
15 CONTRACTING OFFICE D IS D IS NOT AUTHOR
IZED TO EXCEED AMOUNT SHOWN BY 10%
18. SERVICING FINANCE OFFICE NUMBER
17. APPROVALS
a. BRANCH/OFFICE
DATE
« PROPERTY MANAGEMENT OFFICER/OESIGNEE
DATE
ta DIVISION/OFFICE
DATE
DATE
e FUNDS LISTED ABOVE ARE AVAILABLE AND
RESERVED
DATE
.. OTHER (Sp*utrJ
DATE
18. DATE OF ORDER
19. ORDER NUMBER
20. CONTRACT NUMBER dttnyl
21. DISCOUNT TERMS
22. FOB POINT
23. DELIVERY TO FOB POINT BY a,.
24 PERSONTAKINGOROER/auOTEANDPHONENO
25. CONTRACTOR Mam* «Mr«u Of Coda
26. TYPE OF ORDER
D a. PURCHASE
REFERENCE YOUR QUOTE tStf Bloc* 241
PLEASE FURNISH THE ABOVE ON THE TERMS SPECIFIED ON BOTH SIDES
OF THIS ORDER AND ON THE ATTACHED SHEETS. IF ANY. INCLUDING
DELIVERY AS INDICATED THE PURCHASE IS NEGOTIATED UNDER
AUTHOBnYOF41 USC 2Sac)( I
Db.
C. D ORAL D WRITTEN D CONRRMINO
XI. SCHEDULE
mil
MBT
ID
SUmjESORSERVKES
m
OUANTITY
UNIT
ESTHUTED
UNIFRCi
UNIT
POKE
in
AMOUNT
ouunnv
ACCEPTED
TOTAL •
28. UNITED STATES OF AMERICA
29. TYPED NAME AND TITLE OF CONTRACTING OFFICER
EPA tarn 1BOO-8 (R«v. 4-84) R^taen pmnow (diUoni.
•nd EPA Form 1SOO-8T. whidi
COPY3—FINANCE (OBLIGATION COPY)
C-l
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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL
12/13/85
APPENDIX D
LABOR SERVICES REQUEST
(EPA Form 5100-2)
LABOR SERVICES REQUEST
(NOTE: Your AdmlnlmOf* OHhtr mat von 1Mb mguwr wftmt ladtctttd btfon It an In pnetofd.1
o»l>;
mff TEES
'HONK NO.
MAIL COOK
ofrlci
SERVICE REQUESTED
Q PICK-UP
QOTHBH OVKlfy):
0«LJ V«RY
MOVB lAttOCH relocation VOrklkMU
COMPUTE DISCHIPTION OP LABOR BBRVICM TO •• ACCOMPU*H»
APPROVAL SIGNATURES
PROPCRTY MANAOIMINT
FUND CERTIFICATiaN FOR MOVES
APPROPRIATION
ACCOUNT NUMIIR
DOLLAR AMOUNT
2526
/ certify that funds are available.
8IONATUH
ACTION TAKEN
LABORERS DISPATCHED
ARRIVED ON JOB
LABORERS RETURNED
JOB COMPLETED
CUITOMBR-* «ION ATURB
EPA Hq Fond S100-2 (Rw. 1MOI PRIVIOUI COITION MAT •• u»o
COPY DISTRIBUTION:
Originator. luBrnn ihm copitf to Prop-
erty Off let: rauin Im copy for your
D-l
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