United States
Environmental Protection
Agency
Information Resources
Management
(PM-211D)
EPA 220-N-92-015
Issue Number 24
December 1992
v>EPA INFO ACCESS

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1 == 1
Records Network Communications
In this Issue...
Integrated Records
in Region 6
p. 2-3
OSWER RM
Conference
p. 3
Preparing for
a Move
p. 4-5
Tip of the Hat
p. 8-9
Keeping EPA
Managers Informed
p. 8-9
Around the Network
p. 10-11
6 Months to Better Files
STEP 2: Conducting a Records
Inventory
In October's INFOACCESS we presented the first in a six step process to
improve your files. In Step 1 you were to develop a documentation strategy to
identify what records your program needs to keep, where they should be filed,
and who is responsible for them. This month we take the second step - matching
that theoretical structure to reality by going out and conducting an Inventory of
what is actually in your office. To conduct an inventory means to do four things:
~	Physically inspect all of the files in the unit and record the essential
information about them.
~	Identify duplicate, fragmented, and related records.
~	Match the records to the records disposition schedules.
~	Evaluate the existing records (documentation) against your
documentation strategy and information needs.
Physically inspect the tiles
and record essential information.
This is the most time consuming part of the entire process. To do a good job
you will need a data collection form, a tape measure, and a sense
of humor. Systematically survey any areas where records might be stored such
as offices, storage areas, and off-site storage areas. Look for records in all media
including maps, audio-visual materials, and electronic records.
Continued on page 6
{Don'tforget to review the inserts in this issue..
~	10 Steps to Improving Your File Room
~	A Practical Guide to Personal Papers
~	National Archives SF-3119: Files Survey Record
~	Directory of Regional, Lab, & Field Office
Contacts
Printed on Recycled Paper

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The Region 6
Integrated
Approach
to Records
Management
by Nancy Yarberry,
Region 6
Records Officer
Region 6
has taken
the challenge!
Records Management
is going to be
HIGH priority
in FY93.
This past year, Region 6 accquired two additional .floors. In planning for
growth, it became apparent that we had to get control of our paper. When eaa
division was asked what they saw as their future growth needs, file space was
always at the top of the list. If we continued at the same rate we were going,
our paper would eventually take up more room than staff.
In meeting this challenge, an integrated approach to records management
was developed. This solution provides the capabilities and advantages of an
enhanced paper-based system, micrographics and image processing technology,
and an aggressive purging/archiving program. This will apply to all the
Regional records, not just one program.
This plan was presented to Senior Staff BEFORE implementation, and as we
move along our planned course, we always brief the Senior Staff, and answer all
questions and concerns they may have. We consider this extra step essential.
Since we intend to help manage their program records, we consider their
cooperation vital to the success of this program.
We began by having the Regional Records Officer meet with each
program to discuss what kind of records they had and help them develop a
"personalized retention schedule" for their use in "cleaning up" their files.
Once the staff was assured that they did not have to "keep everything," the
opportunities for reduction became apparent. Examples were reading files
being kept as long as 10+ years, copies of time cards from back when the agency
first started.... Archiving became the new Buzz word. This year we have
successfully sent over 2100 boxes to the FRC, and still have at this moment at
least 200+ waiting for accession numbers (and this includes records from ORCH
Still, even though we were closing in on the problem, we realized that
purging and archiving would not be enough. We had to look at other
alternatives.
The next step was reviewing the EPA's Guidance for Developing Image
Processing Systems in EPA. We hired a contractor to develop the necessary
studies and analyses. The contractor did an in-depth review of the types of
records we had, and according to characteristics suggested by the IPS Guidance,
categorized the appropriate applications. We discussed all the options with
Senior Staff, and came up with a plan of attack (aka 'long range plan").
This "plan" starts with imaging grant records. Grant files were chosen
because although the volume was relatively small, converting them would
impact the entire Regional Office and serve as a pilot and allow us to "get
experience." After grants, we plan to develop a permitting/compliance applica-
tion, and then include enforcement records. We also intend to include the FOIA
software that was developed for imaging applications.
Due to limited year end funds, we were only able to purchase the core
system - the equipment that will be necessary to run any application. As we
further develop each application, more equipment will be purchased.
Continued on pag
INFOACCESS
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DECEMBER 1992

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Integrated from page 2
We are also in the process of
eveloping a Regional CAR
(Computer Assisted Retrieval)
Microfilm System. We have
identified several applications
throughout the Region, and are
in the process of developing the
Feasibility Study and System
Design. We hope to have at least
one CAR system in each division
this year. We're looking at about
January before we start our first
project, and hope to have all
divisions up and running before
year end.
The most important piece of
all of this is — get Management
(ARA) support, include in that
Senior Staff and the RA/DRA.
In the race for Regional money,
you've got to make sure
everybody understands not only
the need for good records
management, but the benefits to
fe derived from a slick
Region-wide operation. &
/ The \
Agencywide
Records
Management
Conference
scheduled to
be held in
Boston in April
1993 has been
cancelled. '
r~{ Report from the OSWER Records r\
Management Conference
by Lisa Jenkins, OSWER,
with Mary Hoffman (contractor), Network Coordinator
The OSWER Records Management Conference held
November 17-19,1992, in New York City, consisted of several work
group meetings including the OSWER Records Management,
Superfund Document Management System (SDMS), RCRA
Records Management, and Administrative Record work groups.
Following are some highlights from the meetings:
Lively RCRA Work Group Discussion led by
Sharon Kiddon, Region 5.
Presentation of OSWER HQ's new approach to developing
file plans (based on the record series) by Bette Drury,
(contractor), OSWER Records Management Program.
•» Discussion of disposition schedule revision issues lead
by Lisa Jenkins, OSWER-IM.
Contractor Access to CBI presentation by Don Sadowsky,
OGC Attorney, to clarify what we can and can't allow
contractors to do.
Contractor support for records management discussion led
by Mike Miller and what to do with TES contract records
at close-out presentation by Nancy Deck, OWPE/CED.
Presentation of NCIPS platform by the TechLaw vendors
plus EPA and Navy perspectives on using that suite of
equipment from Cynthia Psoras of Region 2, Nancy Yarberry
of Region 6, and Joyce Patterson of the U.S. Navy.
•* Several presentations on the impact of SACM on records
management at EPA by Jan Pfundheller, Region 5 and the
Superfund Revitalization Team, Frank Biros, OWPE/CED/
Cost Recovery Branch Chief, and Maria Bywater, OWPE/
CED/GEB.
•» Roundtable discussion of regional records management
issues led by Lisa Harris, OWPE/CED/Cost Recovery.
•» Cost Recovery Documentation presentation and discussion
led by Chad Littleton, OWPE/CED/Cost Recovery.
CERCLIS issues discussion led by Chris Nugent,
OWPE/PMSO/lnformation Management.
The hosts in Region 2 provided a warm welcome and were very
involved in the Conference from the welcoming speech to the tour
of the Records Center to a presentation by an ORC Attorney,
Cynthia Psoras. Their hospitality was very much appreciated! *
DECEMBER 1992
3
INFOACCESS

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Preparing for a Move
by Sandy York (contractor)
Regional Program Manager for Records
Some folks say there's only
two sure things in life - death and
taxes. I think, however, whether
its in the government or private
industry, you WILL move. And
don't you wish you could say, you
WILL like itl
Moving from one work space
to another can be just as
traumatic as moving from one
house to another. Life goes on -
work goes on. We still have
assignments and projects to
complete, requests to fulfill, and
bosses to keep happy while
we're in the process of moving.
Here are some tips on
moving your records which can
help make your move less
traumatic and the transition
smoother. While we can't
promise to make it pain-less,
we hope we can make it less
pain-full.
Planning
Just like the three most
important things when you buy
a house (location, location,
location), the three most
important things when you move
your records may be planning,
planning, and planning. Your plan
should include the following
steps.
~ Identify records.
Work with your Records
Management Officer (RMO) to
identify records and nonrecords,
and which records are active and
inactive. This is an important step
because you may be able to
discard, recycle, or retire them to
the Federal Records Center
(FRC), thus reducing the volume
of records to be moved.
Disposition Schedules
To determine which records
may be eligible for retirement
or destruction, review the
disposition schedules. In addition
to how long records are to be
kept, the Agency's disposition
schedules describe what the
records contain, how they're
organized, where they're located,
and other useful information.
Moreover, they govern the
actions to be taken when they're
no longer needed in current office
space. The schedules have
undergone a lengthy and
thorough appraisal process
including consideration of
existing laws, regulations, and
program needs, and have been
approved by Office of General
Counsel.
If you suspect you have
records which are not scheduled,
contact your RMO.
~ Separate nonrecord from
record material.
Any personal papers or
technical reference material
should be separated and kept
apart from official records. Weed
superseded or obsolete
documents from your technical
reference material. Check to see
if your office has or is planning to
have a centralized location for all
program reference material.
If you have questions about
whether your materials are
records or nonrecords, contact
your RMO.
Do not discard documents
without making sure thev am
nonrecord materials or
sgheduled for disposal!
According to government
regulations, all goverment
records must have disposition
authority and no government
records can be disposed of
without that authority. Many
documents within your office
space undoubtedly are official
government records covered by
these regulations. Every
employee is legally responsible
for understanding the types of
records they are creating and for
ensuring their records are
handled according to the
Agency's schedules.
~ Retire Inactive Records.
Records no longer needed in
your office space can be retired
to the FRC or disposed of
Continued on page 3
INFOACCESS
4
DECEMBER 1992

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Moving from page 4
according to their disposition
instructions. In a few cases, they
may be transferred directly to the
National Archives or another
Federal agency.
The handbook, Using the
Federal Records Center: A Guide
for Headquarters Staff has been
prepared by the National
Records Management Program
(NRMP) and gives detailed
instructions on how to prepare
records at Headquarters for
retirement to the FRC. Other
EPA offices may already have
their own written procedures, or if
not, they could use this handbook
as a model for their own.
Be sure to give your RMO
sufficient lead time - notify the
RMO a minimum of 2 weeks,
preferable 30 days, prior to your
move so records can be retired
and not have to be incuded in
your move.
~ Planning to Move Active
Records.
Okay, so now you've cleaned
out the obsolete technical
reference material, and retired or
discarded your inactive records -
what do you do with what's left?
We seldom have the
opportunity to move to larger
quarters. In fact, very often, the
move is to a smaller area with
modular furniture, and you will
not be able to store as much
paper as you have in the past.
One solution is to work with the
rest of your office to plan a
centralized filing system or file
station where records used by
many people or offices can be
stored allowing easy access and
eliminating duplicates.
t
Whatever configuration you
will be moving into, find out how
much space and in what kind of
equipment your records will be
stored. Measure the records
you'll be moving to determine the
required storage space and
prepare a plan for the location of
the files. You can then assign the
location numbers, matching the
move of the boxes to the
appropriate locations.
~ Packing Your Records.
Pack your records in the
order in which they are to be
placed on the shelves or in the
cabinets. Leave some room in
each box for items you may find
later and leave the boxes open
for access until the move. It's
also helpful to prepare a list of
box contents identifying who the
box belongs to, where it goes,
and what it contains. Placing a
copy in the box and keeping one
with you may help find the box if
it becomes lost.
Your office may have special
instructions for marking boxes for
the move. If not, at least mark
your name, your new office
number, and your box series
number (box 1 of 10,2 of 10,
etc.) on the outside of each box.
When it's time to move, close
and tape the box. Be sure to
designate boxes intended for
any special area such as a
centralized file room.
For more Information...
For more information on
moving your records at
Headquarters, contact Harold
Webster, HQ Records Officer,
at (202) 260-5912. For more
information on moving your
records at other EPA offices,
contact your local RMO. *
'oi-pice
DECEMBER 1992
5
INFOACCESS

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Step 2 from page 1
To save time, divide what you
find into four categories:
~	True personal papers (see
the September issue of
INFOACCESS).
~	Reference materials.
~	Other non-record materials
such as stocks of publications.
~	Records or potential
records (including working
files).
For the first three groupings
collect only the following
information:
~	Volume (linear feet or
inches).
~	Owner (who has custody
of the materials) and telephone
number/mail code.
~	Location (room number, file
cabinet drawer, etc.).
For record and potential
record material you should collect
additional information, such as a
description of the file, the date
span, restrictions, and the
arrangement to give a few
examples. To effectively capture
all the information, we
recommend that you use some

Some Practical Hints
for Conducting Inventories
~	Inventory everything, no matter how seemingly innocuous,
and collect as much information about the records and
potential record materials as is feasible. You will find it all
useful when you start developing file plans and retention
schedules.
~	You haven't finished until you've found the Christmas
decorations.
~	Program staff are the specialists in how the records they
create are used. They are your key to understanding the
records management needs of your organization.
~	Although nobody wants to take responsibility for records
management, everyone has opinions on how best to manage
records. Their suggestions are vital to developing a workable
filing system.
~	Recognize and respect the fact that many people are VERY
protective of "their" records. Getting program staff to trust and
use a filing system (other than their own) is the biggest hurdle
you will face. $
type of inventory form. We have
included a copy of a National
Archives Standard Form 3119
that you can use for this purpose,
or you can develop your own. If
you wish to develop your own
form, we have included a list of
the types of information you
should collect during your own
inventory on the reverse of
SF-3119.
One basic question to ask is
whether the records are covered
by an existing records disposition
schedule. If so, indicate the
schedule number on the form
and your work is done. If you are
not sure whether the records are
covered by a schedule item, you
will need to obtain from the
Continued on page 7

/\V^ v,** u. w w
INFOACCESS, a forum to provide information and report on progress in information management
across the Agency, is produced by the Information Access Branch of the Information Management and
Services Division, Washington, DC under the direction of Michael Miller, National Records Management
rogram Manager. Please send comments and suggestions to: Mary Hoffman (contractor), Network
Coordinator, PM211B, 401 M Street, SW, Washington, DC 20460. Telephone: (202) 260-7762.
Electronic Mail: Hoffman.Mary.					
INFOACCESS
6
DECEMBER 1992

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Step 2 continued from page 6
«wner" of the records a brief description of the
records, how they are used, and whether there are
any related records.
Identify duplicate, fragmented,
and related records.
Once you've completed the inventory you will be
faced with a pile of survey forms organized by the
locations and owners of the files. These forms are
like pieces to a puzzle that need to be assembled to
create a picture of your unit's documentation. To do
this you must establish intellectual control over
them. First review the survey forms and identify,
records that:
... duplicate each other or overlap. A complete
file should be created and the duplicates
eliminated as much as possible.
... are fragmented so that the complete file is
divided among several persons, each of
whom has a portion of the complete file. The
fragments should be physically united if at all
possible. At a minimum, the unit needs to
understand where all the pieces are and who is
responsible for them, and then standardize the
way they are arranged and maintained.
... are related to one another, such as drafts
and finals, chron and subject files, or final
reports and working papers. By understanding
the relationships, you will be able to better
determine the best retention for each piece.
Match the records to the records
disposition schedules.
The next step is to match the inventory results to
the records disposition schedules. Be sure to check
Agency-wide (or Region-wide) schedules as well as
those for your specific program. Remember, many
programs use generic schedule items such as
Project Files or Contracts rather than identifying
individual projects. If you have any questions, call
your records liaison officer or the Agency records
officer for assistance. Records for which schedule
¦terns do not exist will have to be scheduled.
See EPA Technical Leaflet #2, A Practical Guide to
Developing Records Disposition Schedules, for
guidance. Call Joe Moeltner (contractor) Records
Manager at (202) 260-5272 for copies of the
Technical Leaflet.
Match the existing documentation against
your documentation strategy and evaluate
whether it matches your information needs.
The final step in the process is to determine
whether the records you have are the ones you
need. Compare the records you have identified to
your documentation strategy. Do you keep files you
don't need? Are you missing files you do need?
Does the current organization and retention meet
your current needs? If not, what should be changed
so your needs are met?
Steps 1 and 2 of the records improvement
process provide the basis for making informed
decisions about your records needs and the current
state of your records. In February we will build on
this knowledge base and develop a filing structure
for your records and file plans for each series. $
V.
12 Months to Effective
Files: Next Steps
This is the continuation of a 6-step program to
effective files. Step 1 was covered in the
October issue of INFOACCESS, and Step 2 has
been outlined in this issue. These are the steps
that will be covered in future issues:
Step 3: Develop a file plan and filing procedures
for corporate records series (Months 5 & 6).
Step 4: Develop recordkeeping
requirements for corporate records series
(Months 7 & 8).
Step 5: Improve files management via
technology, indexing, and specialized equipment
(months 9 & 10).
Step 6: Produce a records management manual
(Months 11 & 12). #
DECEMBER 1992
7
INFOACCESS

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The National Records Management Program ...
Keeping EPA Managers Informed
The role of the National Records Management
Program (NRMP) is to develop and update policy
and guidance, direct records disposition and
retirement activities, support communications
among records managers in the records
management network, enhance the capability of
Dockets and Records centers, conduct briefings
and training classes, and provide leadership in the
application of technology to solve records
management problems. The following are a few
examples of NRMP's continuing campaign to
provide information to agency records managers to
promote the effective management of EPA's
records.
Information from NARA
During the week of November 23,1992, Michael
Miller, Agency Records Officer, forwarded a copy of
National Archives and Records Administration
(NARA) Bulletin 93-2, Proper Disposition of Federal
Records and Personal Papers, (dated November
20, 1992) to EPA Records Liaison Officers, IRM
Chiefs and SIRMOs. The purpose of NARA Bulletin
93-2 is to remind Agency heads of the statutory and
regulatory requirements relating to the creation and
preservation of Federal records and the distinction
between Federal records and personal papers. The
bulletin will remain in effect until November 30,
1994.
Proper Disposition of Personal Papers
Federal law and NARA regulations require the
head of Federal agencies to create and maintain
adequate and proper documentation of their
policies, decisions, and transactions, and to ensure
the security and integrity of Federal records,
safeguard records against unauthorized disposition
and inform agency employees, particularly high-
level officials, about established procedures for
Continued on page 9
Tip of the Hat
INFOACCESS likes to
recognize records and
information management staff
for excellent work in the field
of records management, the
development of special
products, completion of
significant projects, or
acknowledgement of
Agency awards.
~ Keep Up the Good Work,
OSWER!
Believe it or not, Lisa Jenkins,
OSWER Records Management
Officer and Bette Drury (contractor)
Program Analyst, have trained over
300 OSWER staff during the past
few months. They have been helping
to prepare staff for moves into new
office space by conducting briefings
on records management basics.
They have also developed a training
packet, Move Planning and Your
Records, and Move Planning, a
step-by-step guide for planning a
move. In addition Lisa and Bette
have been conducting briefings for
managers on records management
responsiblities.
INFOACCESS
~	Speaking of Records ....
Nancy Yarberry, Regional
Records Officer, spoke at a Dallas
Chapter meeting of the Association
of Records Managers and
Administrators (ARMA) held on
October 13,1992. The topic of her
presentation was "Records
Management and Access to EPA
Records."
~	They Have "the Write Stuff"
Michael Kenna (contractor),
Region 8 Superfund Records
Center, and Sandy York (contractor)
Regional Program Director for
Records Management, had an
See page 9 for more
DECEMBER 1992

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Informed from page 8
maintaining personal papers. NARA Bulletin 93-2
contains a definition of Federal records, describes
statutory requirements, and includes information on
the identification and segregation of Federal records
and personal papers, disposition of electronic files,
and removal of nonrecord materials from agency
custody.
Destruction of Superfund Paper Records
The November 23rd mailing from NRMP also
included a copy of a memorandum from EPA's
Office of General Counsel (OGC) concerning the
destruction of Superfund paper records following
conversion to microform. OGC's conclusion states,
"It is acceptable for Superfund paper records
to be destroyed once they have been filmed
onto microfiche, provided that 1) the Agency
has created the microfiche pursuant to the
National Archives and Records Administration
(NARA) standards; and 2) in order to ensure
admissability of records as evidence in
enforcement actions, the Agency has verified
the accuracy of the microfiche, and can
document those procedures which ensure
accuracy."
Additional copies of NARA Bulletin 93-2 and the
memo on the destruction of Superfund records after
microfilming may be obtained from Joe Moeltner
(contractor), at (202) 260-5272.
INFOACCESS Inserts
Those of you who read INFOACCESS regularly
may have noticed that the issues usually include
inserts that contain information on topics relevant to
EPA records managers such as file maintenance
activities, developing records disposition schedules,
managing working files, etc. For example, the
following inserts are included in this issue:
A 10 Steps to Improving Your File Room.
~	Technical Leaflet #3 : Personal Papers.
~	National Archives Standard Form 3119,
Files Survey Record.
NRMP will continue to develop flyers and other
informational materials for records managers. If you
have suggestions for topics that could be addressed
in this manner/contact Michael Miller, Agency
Records Officer, at (202) 260-5911. *
article, "Records Management:
Information Integration with CAR,"
published in the September/October
1992 issue of Document
Management. The article talks about
the integration of multiple
technologies in Region 8's
Superfund Records Center. The
Center uses a computer-assisted
retrieval (CAR) system with
INMAGIC software and MfcroScan
technology to meet the needs of
multiiple end users. The article
includes a lightheaded but factual
look at a recipe for "Superfund
Souffle" where the ingredients are
Combined to make a special
Superfund cuisine.
Ingredients needed for a
"Superfund Souffle"...
11.2 cu. ft. carton documents, Superfund site mix
1 pkg. version 7.2 INMAGIC software
1 roll 6-digit, code 39, bar code labels
1 100 ft. roll 16 mm. KODAK IMAGELINK
HQ microfilm
1 set alphanumeric labels, biacK bold Helvetica
1 pkg. MicroScan dBase IV software.
1 pkg. document level bibliographic
& classification outline
NOTE: Please follow the detailed instructions included In the
Document Management article to create the souffle. *
DECEMBER 1992
INFOACCESS

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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 (contractor), Network Coordinator, at (202) 260-7762.
NRMP
Region 3 - - Administrative
Records Project
Region 3 Superfund Records Staff have
begun a project to film and fiche
Administrative Records. They have made
arrangements with the Regional Federal
Records Center to convert the records to
microform. The project will begin with
deleted National Priorities List (NPL) sites;
the first record was returned to the
Regional Office during the first week in
December for QA/QC. Their next task will
be to order equipment for viewing the fiche
and film, and a supply of duplicate fiche for
fulfilling FOIA requests.
Region 4 - - Getting Records
to the FRC
The Regional Records Center is
investigating ways to transfer records to the
Federal Records Center (FRC); the Center
is in the process of preparing several
hundred cubic feet of records for transfer.
One possibility being studied is the use of a
pickup service provided by the FRC. The
service requires the transferring agency to
palletize and cellophane-wrap shipments of
several hundred boxes. The Records
Center staff has been working with the
Facilities Branch in the Regional Office to
try to locate a sufficient amount of space to
meet the requirements for this option. A
second and more workable option under
investigation by the staff is the use of a local
delivery service which can handle transfers
of 50 boxes per trip. This service, which is
used by the Internal Revenue Service in
Atlanta, will enable the Center to ship
records in more manageable amounts on a
regular basis.
Region 5 - - Schedules Database
on INMAGIC
Region 5 Records staff have developed
an INMAGIC database of current Agency-
wide, Region-wide and Headquarters-wide
records disposition schedules. Lynn Calvin,
the Regional Records Officer, has offered to
share copies of this database with anyone
who is interested. She will send a "dumped"
copy of the database along with a structure
file and instructions on how to rebuild the
database.
Lynn suggests that those using the
database should look up the paper copy of a
schedule to verify the information contained
in it; the database is a working tool that will
help you identify the schedule(s) you need. If
you are interested in a copy of the database
send an email request through AII-in-1 to
CALVIN.LYNN. Please specify whether you
need a 5.25 or 3.5 high density disk. Please
note that you will need your own copy of
INMAGIC software to make the database
work.
ECAO/Cinci - Superfund Technical
Support Center & Technical
Information Unit
Staff at the Superfund Technical Support
Center assisted staff at the Technical Infor-
mation Unit with the disposition of electronic
records in a WANG system. They pulled the
files of almost 1000 Environmental Criteria
and Assessment Office (ECAO) documents
to verify the existence of each corresponding
record in the system. The verification was
required prior to disposition of the electronic
disk copy of the files because ECAO will no
longer have access to the WANG system.
Continued on page 11
INFOACCESS
10
DECEMBER 1992

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Around from page 10
Region 10 - - New HW Division
Records Center
The Hazardous Waste Division hosted an Open
House on October 27,1992, to introduce Regional
staff to the new Hazardous Waste Division Records
Center. The occasion included a ribbon cutting
ceremony by Division Director Randall Smith,
introduction of Records Center staff, publications
describing Records Center operations and
capabilities, and tours of the Center. Approximately
100 people attended the Open House.
Region 10 - - RCRA Records Projects
RCRA Records staff are assembling a RCRA
records management manual that will contain
general background infomation, information specific
to Regional RCRA staff, and a glossary of records
management terms. The RCRA-specific information
will relate to every section that generates, receives,
or handles records of some sort.
In another project records staff have also put
their database programs RefQuest and FileQuest
online for use by RCRA staff. RefQuest provides
intellectual "card catalog" access to the RCRA
reference library collection which was assembled
over the past 3 years and now contains almost
200 items, including hazardous waste guidance
materials, copies of RCRA-specific regulations &
directives, and videotapes & slide presentations.
The FileQuest system tracks items that are
borrowed from the RCRA site file collection. It
contains check-out information such as borrower's
name, EPA I.D. number, facility name, the compo-
nents of the file borrowed, date borrowed and
expected return date.
Region 10 - - Records Schedule Tables
Regional records manager, Fem Honore
(contractor), is providing records schedule
information to Regional staff in a format they can
understand. In preparation for a class of file
custodians, she converted records disposition
schedules for housekeeping records into a table
format. The tables include information from the GRS
and NARA numbers if available [she also includes
information about program records if an inventory
has been done]. Fern feels that she has developed
good working relationships with the file custodians
and managers by showing that she understands
their needs and is on their side. She also feels that
by giving program staff something to use as a
reference for future questions she is reducing the
number of follow-up phone calls she receives.
<<<<<< >>>>>>
Yours for the asking...
~	Lisa Jenkins, OSWER Records Officer, is
offering copies of records management job
descriptions developed for use in the Superfund
program. Although developed for Superfund, the
descriptions are generic enough to be useful to any
program. Anyone interested in obtaining copies can
contact Lisa at (202) 260-7951 or send an email to
JENKINS.LISA.
~	Lynn Calvin, Regional Records Officer in
Chicago, is offering copies of a position description
developed for a Records Manager [classified, grade
11] for the Office of Regional Counsel in Region 5.
Anyone interested in a copy of the P.D. can send
Lynn an email at CALVIN.LYNN.
~	Instructions for completing National Archives
Standard Form 115 are available from the National
Records Management Program. Contact Joe
Moeltner (contractor), Records Manager, at (202)
260-5272 for copies. *
DECEMBER 1992
11
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Headquarters Update
Use of the Federal Records Center Is Up
at Headquarters
Headquarters programs dramatically increased
their use of the Federal Records Center (FRC) in
Suitland, Maryland. During FY 92 the number of
times individual programs retired records to the FRC
increased 117%, from 117 in FY 91 to 254 in FY 92.
The number of boxes retired rose 252%, from 1048
to 3695.
Reasons for the increased utilization of the FRC
were many, but among the most commonly cited
were increased awareness, improved training
opportunities, contract closeouts, and the number of
moves, often into smaller space. The rush to retire
continues. Already in the first two months of FY 93,
Headquarters offices have retired over 1500 boxes.
In the next issue we'll provide an overview of
Regional offices retirement activity in FY 92.
IMSD Developing File Plan Training
The Information Management and Services
Division(IMSD) is preparing a two-day training
session on developing file plans. The class will be
offered through the EPA Institute with the first
session scheduled for March 24 and 25,1993.
The training is targeted toward those responsible
for establishing and maintaining filing systems.
Topics to be covered include the roles of records
custodians, selecting filing stations and equipment,
developing filing systems including file plans and
manuals, and hints on making filing systems work.
For further information contact Harold Webster at
(202) 260-5912.
Records Management Council
The Headquarters Records Management
Council met on December 2,1992. Topics of
discussion included the use of contract staff to
accomplish records management functions and
case file procedures - what agency guidance should
cover. Other presentations included a NARA
Evaluation update and a report on the OSWER
Records Management Conference held November
17-19, 1992. The next Council meeting is scheduled
for January 12,1993, at 10 am in Room 2003 WSM.
Generic Standard Statement of Work
Mike Miller has two sample statements of work
(SOW) which he will share upon request. One of
these is for conducting a one-time records
management baseline study. It covers assessments
of how the records are being managed, records
inventories, development of records disposition
schedules, and identification of areas needing
improvement. The other SOW is for general
records management services such as records
retirement, records scheduling, management of
active records, development of filing manuals and
procedures, and providing technical support for
programs. Contact Mike Miller at (202) 260-5911 if
you would like copies of these SOWs.
Records Management Training Workshops
Harold Webster, IMSD, and Bevery Pollard,
EPA Institute Training Instructor, conducted the
first quarter FY93 Records Training Workshop on
November 18-19,1992, at the EPA Training
Institute. The two-day workshop covered files
maintenance and disposition, retirement and
disposal of inactive records, and retrieval of records
from the Federal Records Center. Fifteen students
from seven program offices (OSWER, ORD, OPPE,
OW, OE and OA) were in attendance. The next
records workshop is scheduled for February 17-18,
1993. For more information contact Harold Webster
at (202) 260-5912. «
infoaccess mrm December 1992

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