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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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL
                                        12/13/85
  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)
 A-l

 B-l

 C-l


 D-l
                              ll

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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.
                              -1-

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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.
                              -2-

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                 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
                              -3-

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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL               12/13/85



         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
                              -4-

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01RM RECORDS MANAGEMENT PROCEDURES MANUAL               12/13/85
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.
                               -5-

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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.
                              -6-

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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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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL
                               12/13/85
                      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
                              -7-

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OIRH RECORDS MANAGEMENT PROCEDURES MANUAL               12/13/85
                            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.
                               -8-

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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL
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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.
                              -9-

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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL               12/13/85
                         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.
                             -10-

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01RM RECORDS MANAGEMENT PROCEDURES MANUAL
                                                    12/13/85
                              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
                              -11-

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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL               12/13/85
                            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.
                             -12-

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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL               12/13/85
                               Keep the Filing Current.  Don't
                               let the backlog of unfiled
                               material accumulate.   File
                               material each day on  an
                               established schedule.
                             -13-

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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL
                                12/13/85
             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.
                             -14-

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01RM RECORDS MANAGEMENT PROCEDURES MANUAL
                            12/13/85
    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.
                             -15-

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01RM RECORDS MANAGEMENT PROCEDURES MANUAL               12/13/85



            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.
                              -16-

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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL               12/13/85
                        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.
                              -17-

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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL
                            12/13/85
          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.
                             -18-

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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL               12/13/85
                            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.
                             -19-

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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL               12/13/85
                            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
                            A-l

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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
                                 A-2

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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
                             A-3

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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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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
                             A-5

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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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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
                            A-7

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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
                            A-9

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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
                             A-10

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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
                            A-ll

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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
                            A-12

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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
                            A-13

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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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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
                            A-15

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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
                            A-16

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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
                            A-18

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OIRM RECORDS MANAGEMENT PROCEDURES MANUAL
12/13/85
                         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* Mru 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 (Rv. 4-84) R^taen pmnow (diUoni.
                         nd EPA Form 1SOO-8T. whidi
                                                                 COPY3FINANCE (OBLIGATION COPY)
                                                    C-l

-------
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
                                                                       ol>;
                                                                    mff TEES
                                                                           'HONK NO.
                                                                                      MAIL COOK
      ofrlci
                                           SERVICE REQUESTED
       Q PICK-UP


       QOTHBH OVKlfy):
                      0LJ VRY
                                   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  uo
                                                                       COPY DISTRIBUTION:
                                                                       Originator. luBrnn ihm copitf to Prop-
                                                                       erty Off let: rauin Im copy for your
                                                D-l

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