United States	Information Resources	Issue Number 6
Environmental Protection	Management	June 1991
Agency	(PM-211D)
-&EPA info ACCESS
Records Network Communications
A Records Program for the 90s:
Services and Communications
by Michael L. Miller
In this third installment of my
series on the future of our records
management program I want to
address the major day to day activities
of a records management program
(RMP) - service to and communica-
tions with "customers." By customers
I mean those who need our expertise
and assistance to carry out their
missions. The gist of my message is
that:
~	Records managers (RMs) can
offer services throughout the life
cycle of records.
~	RMP services offer benefits in
areas other than maintaining files.
~	Good communications is the key
to providing the services that the
customers need.
Most people only think of records
management when they have run out
of space or are moving and somehow
must deal with the mass of records
(generally paper) in their office. Atthis
point there are usually few good
alternatives. The root of the problem is
that the records manager (RM) is only
contacted late in the records' life cycle.
The life cycle of records is composed of
five stages: creation, distribution, use,
maintenance, and disposition. Unless
records management concerns are
addressed at each stage of the life cycle,
it is difficult for a RM to step during the
last two phases of the cycle and effec-
tively manage their storage and disposi-
tion.
Although there is more to a good
RMP than just filing, RMs will spend
much of their time advising programs
about managing their files. There are
three simple keys to good file manage-
ment:
1)	Create the proper documentation
to serve management and program
needs in the first place.
2)	Organize the files to facilitate
retrieval and disposition.
Continued on page 2
Agencywide Records
Management
Conference
The first EPA Agencywide Records
Management Conference will be
held in Denver, Colorado, on June
25-27, 1991. The theme of the
Conference is "A Records Manage-
ment Program for the 90s," and it
will focus on how the Agency will
carry out its records management
responsibilities, and the role of
automation in those plans.
The meeting is open to anyone
responsible for, or involved in,
records management. It will include
briefings on recent records
management initiatives and auto-
mation applications, panel discus-
sions on strategies to improve your
records management program, and
working sessions on specific issues
such as imaging, microfilm projects,
and legal issues.
The Conference is an opportunity to
leam about new initiatives and help
shape the future of records
management in the Agency. It is a
Continued on page 6
Records Management Services &
Communications	pg. 1
Conference Overview	pg. 1
New NARA Regs	pg. 3
Planning a Move	pg. 4
NRMP Contacts	pg. 6
Retiring Records	pg. 7
Tip of the Hat	pg. 8
Around the Network	pg. 9
Directory of RRMs	pg. 10

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Records Program
from page 1
3) Control the files so that you can
be confident they are complete
and accurate.
To accomplish this, RMs should be
involved in records and information
systems from the planning phase
fonward. Trained RMs can advise on
questions that arise throughout the life
cycle including:
~	What Kinds of records need
to be created?
~	How should they be filed for most
efficient use?
~	Who should be responsible for
maintaining the official record
copy of documents?
~	What types of automation might
be beneficial?
~	How is distribution controlled?
~	What are the legal requirements
for maintaining the records?
1
INFOACCESS is produced
by the Information Access
Branch of the Information
Management and Services
Division, Washington, DC.
Staff
Mary Hoffman, LABAT-
ANDERSON Incorporated
Please send your comments
and suggestions to:
Mary Hoffman
Network Coordinator
EPA Headquarters Library,
PM211A
401M Street, SW
Washington, DC 20460
FTS 475-7762 III EPA30360
~	What documents must be
retained and what can be
discarded?
~	How should records be filed to
facilitate weeding and retirement
of older files?
~	How long must the records be
retained?
Programs that address these
questions early in the life cycle will find
they benefit from better, more
accessible information and fuller
documentation while maintaining
fewer documents.
If there is more to managing
records than just getting the paper out
of the office, there is more to an RMP
than creating good fiies. The RMP
assists the Agency in carrying out its
legal responsibility to identify, develop,
issue, and review its recordkeeping
requirements for all its activities, at all
levels, and in all media (see the article
on the revised Code of Federal
Regulations for records management
on page 3). Ongoing activities include
developing necessary program
specific recordkeeping procedures,
issuing guidance on creating and
maintaining adequate and proper
documentation, identifying official and
vital records, advising on automation
applications, establishing and carry-
ing out a records disposition program,
and evaluating the effectiveness of
the program.
These regulations require that
RMs at all levels of the Agency provide
a broad range of services including:
~	Drafting recordkeeping guidance.
~	Briefing Agency managers on
records management.
~	Training staff on records
procedures.
~	Carrying out program evaluations
~	Providing technical advice to
programs.
The key to a successful RMPis com-
municating information about records
management responsibilities and RMP
servics to all customers.
This information can be dissemi-
nated one to one, in small groups, or
through mass communication vehicles.
Each method has its uses, and the
trick is to match the message to the
audience via the most efficient me-
dium.
In the past, Agency RMs have
done most of their communications
face-to-face in response to specific
requests. This method assures an ef-
fective response to each problem, but
is very time intensive and must be
repeated anew each time the problem
arises. Moreover, it is an inherently
reactive approach inthatthe RM awaits
calls form interested programs rather
than being proactive and conducting a
goal-oriented program reaching out t'
every office. A proactive approach, ii.
which the RM anticipates questions
and makes the information available
before problems arise will serve more
people and save time and effort in the
long run.
The Agency's National Records
Management Program (NRMP), has
adopted this proactive approach to
leverage its staff time to reach the
maximum number of its customers -
the Agency's records managers and
upper management - most effectively.
The NRMP has developed vertical
communications tools to disseminate
information and horizontal communi-
cations tools to encourage the sharing
of information.
The need for increased regular
communications between the Head-
quarters records management staff
and the rest of the Agency was noted
by the National Archives and Records
Administration in its evluation of th
Agency RMP.
Continued on page 6
INFOACCESS
2
JUNE 1991

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NARA Issues New Records
Management Regulations
Recently the National Archives issued new regulations regarding several aspects
of records management. This is an abbreviated version of an article published in
the Spring 1991 issue of RECORDFACTS Update that summarizes the new
regulations. RECORDFACTS Update is produced by the National Archives and
Records Administration.
Creation and Maintenance of
Records: Adequate and Proper
Documentation [36CFR1222]
The National Archives recently issued
new regulations for recordkeeping
within Federal agencies. The new re-
quirements include:
~	Identification and specification
of categories of documentary materi-
als to be systematically created or
received and maintained.
~	Prescription of the use of ma-
terials and recording techniques that
ensure the preservation of the records
as long as they are needed by the
Government. Some of the require-
ments deal with:
-	Classifying and filing records.
-	Standardizing charge-out
procedures.
-	Reviewing the records maintenance
program periodically.
-	Providing special maintenance for
electronic microforms and audio-
visual materials.
-	Establishing that records are
separate from nonrecord materials.
a Distinction between records
and nonrecord materials.
~	Prescription of the final
disposition of records.
Records Disposition
[36 CFR1228]
Revised regulations on the disposition
of Federal records were published in
the Federal Register on July 2,1990.
Though there are relatively few
substantive changes, the information
in the first few sections was reorga-
nized to eliminate redundancies and
improve clarity. The content of some of
the later sections remained the same,
but they were redesignated because
of additions or changes in other sec-
tions. Following is a list of some of the
revisions:
~	A new scope section [1228.1]
describes the types of informational
materials that must be scheduled,
including audiotapes; videotapes;
transcripts; minutes; memorandum
documenting oral exchanges such as
telephone conversations and meeting
during which agency business is
transacted; drafts, transmittal sheets,
printed documents, or other materials
containing substantive annotations and
are circulated or made available to
other agency employees for approval,
comment, action, or for informational
purposes.
~	Privacy Act restrictions on
temporary records must be noted on
the SF115, Request for Records Dis-
position Authority [1228.309b)(3)]. This
will make it easier for Federal records
centers to identify records requiring
witnessed destruction.
~	Clarification on when it is nec-
essary to reschedule records as a re-
sult of an internal reorganization.
[1228.50(c)]
~	General Records Schedules
(GRS) changes must be disseminated
within 6 months of issuance by NARA.
[1228.50(d)]
~ A new Subpart E on the Loan
of Permanent and Unscheduled
Records. To ensure that a loan will not
endanger the records or result in the
inappropriate release of restricted in-
formation, NARA must now approve
loans of permanent or unscheduled
records to non-Federal institutions.
Micrographics Records Man-
agement [36 CFR 1230]
New regulations on micrographics
records management were published
in the Federal Registeron July 2,1990,
and are included in the 1990 Code of
Federal Regulations. This rule is a
major revision of NARA's micrograph-
ics regulations. It affects both Federal
agencies and private contractors who
microfilm records for Federal agen-
cies. Among the changes are the fol-
lowing:
a Technical micrographics
standards have been updated to
reflect the latest editions of the
standards. The standards comprise
those issued by the American National
Standard Institute (ANSI), including
international standards, the Associa-
tion of Information and Image
Management (AIIM), and the National
institute of Standards and Technology
(NIST). Copies of these standards are
available from the issuing organiza-
tions.
A A new section [1230.16] con-
tains guidance on film and image re-
quirements for temporary records, du-
plicates and user copies.
Continued on page 4
JUNE 1991
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Lock, Stock and Records?: Planning a
Move. A conversation with Lynn Calvin, Regional
Records Officer, Region 5, Chicago
Lynn Calvin joined the Environmental Protection Agency three years ago. She
worked in the Waste Division with Superfund records for about two years, and
then moved into the Planning and Management Division, first with the Project
92 Office, then with the Information Management Branch, working as the
Regional Records Officer. Before coming to EPA she worked at the Nuclear
Regulatory Commission for about nine years, in their relatively sophisticated
records management program. Mary Hoffman conducted this interview by
phone for INFOACCESS.
Overview
Region 5 will be moving into a new
building across the street from its cur-
rent location in a 7-phase move sched-
uled for the months of October 1991
through January 1992. Approximately
1500 people will be moving, almost the
entire Regional staff, except the Office
of Regional Counsel and the Central
Regional Lab.
Q How much will be moved?
A Over 50,000 feet of records will be
moved, including materials in file cabi-
nets, workstations, shelving units, etc.
To give you a Chicago perspective,
the amount to be moved is compa-
rable to the height of 34 Sears Towers.
Q Did you attempt to decrease the
volume of materials to be moved?
A The records center has been coor-
dinating cleanups in the offices. Since
the Regional inventory was completed
in February 1991 there has been an
8% reduction in the overall volume, but
the copiers and printers have not been
turned off since then, and so the net
reduction is not as great as it would
appear. We plan additional cleanups,
and are trying to be aggressive about
implementing the EPA records
schedules to destroy material ortrans-
fer it to the Federal Records Center.
Q Will you be moving into larger
space?
A It is slightly more space than we
have now, but also includes consoli-
dated space. We have established file
rooms for all the programs, and will
have designated records centers at
the Branch or Division level. We are
still developing policies for staffing and
maintaining the records, but it will be a
substantially different environment
from what exists in the Region currently.
Q Will you get new equipment?
A Yes, all the old furniture will be left
behind. We are buying over 26,000
linear feet of shelving and about 1000
new file cabinets. The file equipmen
that is in good shape will be used by
the Office of Regional Counsel in their
consolidation next year.
Continued on page 5
NARA from page 3
~	NARA will assume responsi-
bility for inspecting microforms once
they are transferred to NARA custody,
after the initial 2-year inspection. The
agency has the responsibility for
inspecting film until the transfer date in
order to establish the film's condition
at the time of transfer. [1230.22]
~	The inspection sampling
technique has been simplified to a
randomly selected sample of 1000
microform units, or 1 percent of the
total number of microform units in the
collection. [1230.22]
~	Results of inspections
conducted by an agency are to be
attached to the SF 135, Records
Transmittal and Receipt, when perma-
nent microforms are transferred to a
Federal records center for storage, or
SF258, Request to Transfer, Approval,
and Receipt of Records to National
Archives of the United States, if the
permanent microforms are transferred
directly to the National Archives.
~ Section 1230.10 was
rewritten to clarify the distinction
between disposition requirements for
permanent (and unscheduled) records
and temporary records.
A The standards for the format
and resolution of source document
filming and COM have been given in
separate subsections.
A A number of changes in
regard to format, disposition, and film
and image requirements were made in
response to comments on the draft
rule.
A copy of this regulation and sever a
other recent NARA issuances will be
forwarded to Agency staff in the neai
future. Copies will also be available ai
the Records Management Conference
in Denver.
Copies of the regulations can be ob
tained from the Records Administra
tton Information Center, National Ar
chives, Washington, DC 20408, FT
241 -6025. ~ Edited by Mary Hoffman
INFOACCESS HES| JUNE 1991

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Planning a Move
from page 4
Q How did you develop your plan?
A We are still working on plans forthe
move. In early 1989 the "Project 92
off ice" of full-time staff was assigned to
workonthe move, and the "Project92
Work Group"with representatives from
the Divisions was formed to plan the
move into the new building. The records
function was placed in the Project 92
office for about a year, and then placed
in the Information Management
Branch, when the Project 92 office
was returned to the Administrative
Services (Facilities). A Regional
Records Management Workgroup with
about 20-25 memberswas established.
The workgroup, which meets monthly,
is composed of middle managers from
the programs, docket and file clerks
and the records management staff;
the participants also act as liaisons to
the programs.
Q What were the steps in the plan?
A A Regional inventory was needed
so we would know what had to be
moved. An inventory is really crucial to
a move. It is also a tremendous oppor-
tunity to get involved in the programs,
and a great tool for outreach. Alter we
interviewed the program staff and
completed the inventory, we coordi-
nated cleanups in the offices. Now we
are developing layouts to locate ma-
terial in specific cabinets and shelving
units in the new space. Most of the
space allotment and building planning
was completed by the Project 92 office
early in the planning. We are also in
the process of developing regional and
program specific file plans.
Q What were some of the issues and
concerns of your records management
staff?
A The process of planning for a move
makes records management issues
more obvious. First, we could have
started planning earlier. I started work-
ing on plans forthe move when I moved
from the Waste Division, but ideally
could have started 12 months before
that date. In addition to that, until the
inventory was completed there was a
lack of knowledge about the amount of
records to be moved.
Second, we had to consider the choice
of open shelves vs. compressed
shelving, taking into account the floor
load issue. Procurements for open
shelving were tricky because there is
no good source of open shelving on
the GSA schedule. We accepted bids
for shelving and anticipate making an
award in a timely manner. Our plans
have required close contact with the
supply staff to make sure that we will
have file folders, etc. compatible to the
new equipment we will be using.
The process of
planning a move
makes records
management
Issues more
obvious.
Third, the Regional staff have been
slow in moving records to the Federal
Records Centers (FRCs). That
preparation takes time, and I would
have been pushing them harder if I
had known how long it would take to
get the programs to begin retiring
records.
Q What problems have you encoun-
tered with current "tools'' such as pro-
cedures, schedules and forms?
A The schedules are difficult to use -
not user-friendly. The information is
there but not always clearly identified,
so the schedules can be confusing.
There is also overlap in the schedules;
documents are listed in more than one
place. As a result of the difficulty of
using the schedules, there .ends to be
a "passive resistance" to using the
schedules among the progrc ti staff.
Q Do you think this passive resis-
tance could be overcome by improved
schedules?
A Improved schedules would help,
as would current guidance signed at a
high level, indicating that schedules
are mandatory.
Q Have you developed any tools,
forms, etc. during the process?
A We have developed an Inventory
Form, an Interview Form (for reviews
of program files), and a "generic" set of
recommendations for records man-
agement. In addition, we are develop-
ing layouts for the new space.
Q What advice would you offer a col-
league faced with a move?
A Start planning as early as possible.
Completion of a Regional inventory is
crucial to assess the amount of exist-
ing materials. Be aware that the inven-
tory will take some time; Chicago in-
ventoried about 900 cubic feet per
person per week.
Interviews with the program staff are
key to good records configurations.
Cleanups are important to reduce the
volume of materials and to educate the
staff about records disposition and their
responsibilities. The records manager
should involve the program managers
in the cleanup process, and records
staff should be available throughout
the process to answer questions and
provide guidance. Records staff should
plan early for the special requirements
relating to moving Confidential Busi-
ness Information (CBI) as well as
storing and maintaining it. ~
JUNE 1991
$
INFOACCESS

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Records Program
from page 2
In response the following list illus-
trates some of the approaches that the
NRMP uses to disseminate informa-
tion. We encourage all programs to
adapt these vehicles to their own pur-
poses or develop analogous ones to
serve their own customers.
A Publication of a newsletter to
target clients such as INFOACCESS.
~	Sponsoring the Agencywide
Records Management Conference.
~	Regular dissemination of basic
records management information such
as the inserts in this issue of
INFOACCESS.
A Group Email boxes (MAIL.REF
Files) to allow for transmission of short
notes to RMs quickly.
A Mailing lists to standardize dis-
semination of information to all who
need it.
A Publication of procedures such
as the guide for retiring records to the
Washington National Records Center.
Work will start soon on a guide to
inventorying and scheduling records.
A Standardized briefings for pro-
gram managers on their records man-
agement responsibilities and the ser-
vices the NRMP can provide.
A Development of training mod-
ules for records management and filing
practices that are available for Head-
quarters staff.
Although INFOACCESS, the Con-
ference, and the Email boxes are ve-
hicles for disseminating information,
they also serve as vehicles for hori-
zontal communications allowing all
RMsto exchange information, resolve
questions, and offer suggestions to
NRMP Contacts
The Information Management
and Services Division (IMSD)
supports improved records
management service as a ma-
jor goal for the Agency's IRM
program. Following is a list of
National Records Management
Program (NRMP) staff available
to assist EPA program staff with
records-related questions and
concerns.
Michael Miller,
Manager, NRMP
FTS 382-5911
EMAIL ML. MILLER/
EPA30714
Mike is the principal contact for
disposition questions and policy
issues. He also works with the
Superfund program, and provides
overall direction for efforts to
modernize the Agency's Records
Management Program.
Gloris Butler,Coordinator
Docket and Records Network
FTS 245-3639
EMAIL G.BUTLER/EPA3745
Gloris is the contact for Agencywide
general records management
issues and questions concerning
the LABAT-ANDERSON Incorpo
rated support contract.
Harold Webster,
HQ Records Officer
FTS 382-5912
EMAIL H.WEBSTER/
EPA3728
Harold is the principal contact for
EPA Headquarters staff for all
records management issues. He
has been assisting Headquarters
staff with Operation Clean Up.
each other. RMs can save a lot of time
and effort by tapping their colleagues
around the network for solutions and
products that can be easily adapted to
their programs.
In conclusion, we are happy to
note that the NRMP is not alone in
developing communications channels.
One of the most exciting trends is that
several Regions have begun their own
outreach and communications pro-
grams by setting up records manage-
ment liaison networks within the Re-
gion, offering training, and briefing se-
nior management on records manage-
ment issues. We hope to hear of more
such initiatives at the Conference in
Denver. ~
Conference from page 1
key communication mechanism forthe
EPA information management com-
munity, an event that facilitates net-
working and information sharing. It
provides a unique opportunity to make
personal and professional contacts with
Agency colleagues, since many of the
attendees are located at remote sites.
The conference is also a place to share
problems, ideas and triumphs. If one
records manager has achieved some-
thing important, other members of the
Network can also benefit from that
achivement. If a significant problem
has been solved by one member, shar-
ing it greatly enhances the significance
of its resolution.
Conference sessions are designed to
stimulate discussion among the par-
ticipants during the sessions them-
selves, after the day's events have
ended, and, ideally, when attendees
have returned home. The conference
planners hope to create an atmosphere
where attendees can establish a rap-
port which will link them together and
open lines of communication to bind
the Network into a cohesive unit. ~
Mary Hoffman



INFOACCESS

JUNE 1991

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Have You Used Email Lately?
There is a strong drive underway by the Washington Information Center to establish an Email account for every EPA
employee. The National Records Managment staff also encourages every records manager to request an Email box if
he or she does not have one currently. Email will be used to facilitate the exchange of information amoung all records
managers, and "time critical" information will be disseminated by the National Records Management staff via Email.
EPA employees and affiliates can obtain an Emailbox by submitting an Email request form. The form can be
completed online, or a hardocpy can be obtained from the Email coordinator in your office. To use Email, an individual
needs a computer teminal with access to a communications link to the Email computers, either through EPA's private
data network, or a commercial data network. For more information about EPA's Email service, contact Email User
Support at FTS 629-7862 or 1-800-334-2405.
Email reference lists have recently been established for Superfund and Laboratory records managers. The lists,
SF.RECORDS (for Superfund records managers) and LAB.RECORDS (for records managers in labs), provide a
convenient mechanism for sending messages to multiple email boxes. Earlier this Spring, an Email list was established
for principal records contacts in the Regions; the name of that list is M AJ.RECORDS. We will publish the names of those
included on various email lists in the August issue of INFOACCESS. For your information Email box numbers are included
in the directories appearing on the last page of each issue of INFOACCESS. If you would like additional information,
contact Mary Hoffman at FTS 475-7762. ~ Mary Hoffman
\	_	J
A Brief Note on Retiring Records
to Federal Records Centers by Michael l. Miner
The April 5,1991 issue of the Federal Register carried a notice of final rule
(pp. 14025-26) revising some Federal Record Center (FRC) procedures for
retiring records to the FRCs. There are four changes.
~	Each series (each disposition authority and disposition date) needs to
be on a separate SF-135 with a separate accession number.
~	All shipments of permanent or unscheduled records, or records
scheduled for sampling, must have a detailed box listing to accompany
them. There is no specific format for the list. It should be on plain paper.
Some FRCs were already requiring this, but some were not.
~	Permanent microfilm of all field units of all agencies will be stored at the
National Civilian Personnel Records Center in St. Louis. All
Washington area permanent microfilm will be stored at the Washington
National Records Center in Suitland, Maryland.
~	From now on the FRCs will require only an original and one copy of the
SF-135.
A hard copy of the new guidance will be sent shortly, or you can check your
ibrary for the Federal Register, ff you have questions, please call Mike Miller
at FTS 382-5911. ~
f?
New Update to NARA
General Records
Schedules
NARA has updated its General
Records Schedules. Mostofthe
changes are minor, and many
are editorial in nature. For a
copy of the changes, contact
Gloris Butler, EPA National
Records Managment Program,
at FTS 245-3639, or the NARA
Records Administration Infor-
mation Center at FTS 501 -6025.
JUNE 1991
I
INFOACCESS

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[Federal Records 1
Centers vs.
Regional Archives
Did you know that the National
Archives and Records Administra-
tion (NARA) operates both regional
archives and Federal records
centers?
The regional archives accession,
preserve, and make available to all
researchers the permanently
available records created by Fed-
eral agency offices located in the
States served (for example, the
New England Region receives
permanent records from Federal
offices in the New England states).
Each regional archives has areas
for textual research, microfilm re-
search, records storage and public
outreach.
Outreach to Federal agencies is an
important part of the regional
archives' work, including records
reference service, technical assis-
tance in carrying out disposition on
permanent records, open houses
and tours, and cooperative public
outreach activities.
The Federal Records Center(FRC)
system offers an inexpensive way
for agencies to store records that
are not yet ready for disposal or
transfer to the National Archives,
but are not needed onsite to con-
duct everyday Agency business.
Some of the regional archives are
co-located with Federal records
centers, but the systems are
organizationally separate and
perform different functions.
In order to eliminate some of the
confusion, we have provided
attachments on the regional
archives and Federal records
centers systems, including a brief
description of each and a list of
sites. ~ Mary Hoffman
A Tip of the Hat
INFOACCESS would like to recognize records staff throughout the
Network for excellent work in the field of records management, whether
it is the development of a special product, completion of a significant
project, or acknowledgement of an Agency award.
Jim Holloway, Region 1
Jim Holloway retired on April 23,1991, after having successfully administered
Region 1's records management program since 1985. He will be especially
remembered for the records orientation and training sessions he created and
conducted for all regional employees. Thanks to Jim for his many years of
dedication to EPA!
Linda Garrison, Headquarters
Linda Garrison, Information Management and Services Division, was awarded
the prestigious Contract Management Award for 1991. Candidates nominated
for the award are part of an Agencywide competition that rewards individuals
who manage significant contracts in an exemplary manner. The awards
ceremony was held May 9,1991.
Linda won the award for her outstanding leadership of the IMSD contract for a
wide range of information access functions, including clearinghouses, dockets,
libraries, records management and other services.
Linda's success in developing a strong network of delivery order project
officers in programs offices, Regions and Laboratories was especially noted.
The award closely follows PCMD's selection of Linda for the first pilot program
to empower Project Officers with selected Contact Officer authorities. Linda's
mastery of contract principles and successful application of management
techniques supports full Agency use of this contract.
Congratulations to Linda for a job very well done!
Debra Talsma, Ann Arbor
Thanks to Debra for sharing copies of her records control and circulation forms
with NRMP. The forms are a good contribution for our collection of model items.
Anyone interested in obtaining copies of these documents should contact Gloris
Butler at FTS 245-3639. ~ Mary Hoffman
The two-day sessions, sponsored by the National Records Management
Program and held at the EPA Education Center, cover files maintenance and
disposition, retirement and disposal of inactive records, and retrieval of
records from the Federal Records Center. The workshop is targeted for
administrative officers and assistants, secretaries, clerk-typists, and other
employees responsible for the management and maintenance of files. Future
sessions will be announced in the EPA Institute Training Calendar. For more
information contact Debora Dorsey at FTS 475-6678.	,
Records Management Training Workshops
EPA Education Center, July 10-11, 1991
INFOACCESS
JUNE 1991

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Around the Network
1
This section of INFOACCESS is used to report on upcoming meetings and projects currently underway in the Regions,
laboratories and Headquarters. Anyone with contributions for this column should contact Mary Hoffman at 475-7762,
or at Email box M.HOFFMAN/EPA30360.
A Region 1: New RRMO
Join us in welcoming Margo Palmer, Region 1's new Regional Records Officer, to the Network! Margo will take the
technical lead in finding information technology applications to automate many aspects of the Region's records
program. Her appointment is significant in that it transfers the Region's records management program to the
Information Management Branch.
~ Region 1: Removal Records Database
Lyn McCoy has developed an "online catalogn/database of Superfund Removal Records. The database was
developed to help the records staff respond to staff requests, to be a useful tool for historical recordkeeping, and to
index the records sent to the FRC. The database has about 640 items so far, about 10% of the records expected to
be included. Lyn started working with INMAGIC during the Summer of 1990, and then the work evolved into a pilot
project. She began entering records into the database in November 1990. Lyn started with the active recordsfirst, since
those are requested and referenced more often than non-active records. For more information, contact Lyn at (617)
860-4600.
A Region 5: Great Lakes National Program Office (GLNPO)
The GLNPO Inventory was completed by Hollis Pierce and Susan Dykes on March 25, 1991. As in the Regional
Records effort, the inventory revealed record series, document flow, and volume. The information and data collected
will be used in the implementation of a GLNPO Records Management Program. Using the survey as a base, GLNPO
will work to implement volume reduction and disposition, file organization, file procedure and file layout. For more
information, contact Hollis or Susan at FTS 353-2690.
A Region 5: Records Management Classes
Records Recognition and Disposition classes are being conducted for small groups in the Region. Regional Records
Management Committee members are form classes, schedule meeting rooms and arrange training sessions with
Louis DeBrower. If you would like to find out more about these classes, contact Louise at FTS 886-1515.
A Region 5: Superfund Procedures Manual
Staff in the Superfund Records Center have drafted a procedures manual for use in the Waste Management Division
Records Center in their new building. The draft was submitted to the Superfund Records Management Committee for
review. For more information, contact Marilyn Jansa at (312) 427-5316.
A Region 7: Records Management Guide
The records staff have nearly completed a Records Management Guide to enable to Regional Project Managers to
make better use of the Records Center. The Guide describes types of documents and other items located in or near
the Records Center as well as equipment (copier, microfiche reader/printers) belonging to the Records Center. The
Guide also outlines the Region's file structure, procedures for document retrieval, document check-out, site file
organization and copying of special requests and FOIAs. If you have questions about the Guide, call Janet Lee at FTS
276-7586.
A Region 9: File Folder Recommendation
As Marilyn Ryall was preparing their first-ever records management budget for Region 9, she discovered a new file
folder. In the past, the COM center ordered only top tab file folders with a single cut on the top. Marilyn found a new
file folder that has been introduced by T ab Business Products. The file folder is called the "2T ab". It has a tab on the
top as well as the side, and it will fit in a Records Center carton. The folder was developed with the input of Peggy Wells
from Chevron's Headquarters Records Management Program in San Francisco. Marilyn notes that the folder will allow
flexibility and more efficiency on the equipment that they use in Region 9- lektrievers and Spacesavers. If anyone is
interested in receiving a copy of the brochure on the "2tab" folder they can call Marilyn at FTS 484-1507 to request
a copy, or send a message to Email box M.Ryall. ~ Mary Hoffman
JUNE 1991
INFOACCESS

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The INFOACCESS staff wants to be
certain that it is reaching all those who
are interested in information and
records issues.
We also welcome your comments and
suggestions about the newsletter
itself. Please take a moment to fill out
this form and return it to Mary Hoffman,
Headquarters Library, PM-211B, or
send an Email message to M.Hoffman/
EPA30360.
Name	
Location/Office	
Mail Code	
	Please add the following
name(s) to the mailing list.
Please remove my name from
the mailing list.
Comments/Suggestions
US EPA
Headquarters and Chertik^iibrartes
EPA West BfcJ^ROom 3340
Martccide 34Q4T
1301 CgnstHutton Ave NW
WashflKjtoh DC200Q4
NAME	EMAIL
Palmer, Mango, Region 1 *	EPA91114
Callahan, Barbara, Region 1A	B.Callahan
Janell, Jay, Region 1A
Cunha, Evano, Region 1-SFA
Haslett, Brenda, Region 1-SF
Bruno, Pam, Region 1-SF
Equo, Carol, Region 2 *	EPA9299
Delcimento, Jennie, Region 2-SF
Butch, Anna, Region 3 *	EPA9399
Leva, Peggy, Region 3-SF
Kemp, Rebecca, Region 4 *	EPA9483
Drury, Bette, Region 4*	B.Drury
Key, Harold, Region 4-SF
Love, Tom, Region 4-SFA
Jourdan, Debbie, Region 4-SF
Lofton, Gussie, Region 4-RCRAA
Calvin, Lynn, Region 5 *	EPA9533
De Brower, Louise, Region 5A
Pfundheller, Jan, Region 5-SF
Yarberry, Nancy, Region 6 *	N.Yarberry
Chambers, Charlene, Region 6-SF
Falk, Linda, Region 6-SF
Nelson, Pat, Region 6-RCRA	EPA9658
McGlothlen, Linda, Region 6	L.McGlothlen
Brakeall, Carol, Region 7 *	C.Brakeall
Jones, Patricia, Region 7	EPA9799
Sumpter, Dick, Region 7	EPA90742
Thierer, Barry, Region 7-SF	EPA97039
Rivera, Jackie, Region 8 *	EPA9872
Macy, Carole, Region 8-SF	EPA9835
Artemis, Tina, Region 8-SF	EPA9870
Smith, Paula, NEIC	P.Smith
Ryall, Marilyn, Region 9 *	EPA99223
Hadlock, Holly, Region 9-SF
McAllister, Barbara, Region 10 *	EPA90004
Williams, Lynn, Region 10-SF	EPA9065
Hughes, Margaret, Region 10-RCRA
FTS PHONE
835-1495
835-4905
835-4980
835-1729
835-1729
828-6309
264-1414
264-8676
597-1180
597-3037
257-2316
257-2316
257-5242
257-0506
257-5243
257-0506
353-1481
353-1594
353-5821
255-6540
255-2240
255-6720
255-6750
255-6521
276-7527
276-7238
276-7661
276-7515
330-1465
330-7038
330-7039
776-5147
484-1507
484-1448
399-4044
399-2121
399-6687
NOTE: * = Principal Regional Contact; SF= Superfund ;A = Contractor
Please send any changes or corrections to Mary Hoffman at Email box
M.HOFFMAN/EPA30360 or call FTS 475-7762.
INFOACCESS mMM JUNE 1991

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