United States
Environmental Protection
Agency
Information Resources
Management
(3404)
EPA 220-N-93-032
Issue Number 34
October 1993
SEPA INFO ACCESS
Records Network Communications
In this Issue...
Creating a Manual:
Recommended Sources
p. 3
Outline For a
Procedures Manual
p. 4
Dropping Acid-
From Paper
p. 5
Year-End Activities
p. 6-7
Ask Dr.Records
p. 8
IRM Program:
Workyears Chart
p. 9
Recordkeeping Checklist
p. 10
Step 6: THE PROCEDURES MANUAL
by Michael L. Miller, Agency Records Officer
Congratulations!! You're almost there.
If you've followed along with the first five steps to better files, you should
have seen a marked improvement in your program's files. Now is the time to
crystallize all of your improvements in the form of a records management
procedures manual. Creating the manual is not just a paperwork exercise. It
provides the basis for a consistent program for records management that will
become part of the regular ongoing office routine.
Manual Contents
I've reviewed many program manuals; they are all different, and they should
be. The audience for the manual is program staff, so it must meet their needs and
program culture. Therefore the records manager must look first to his or her
program in deciding what information to include and how to structure it.
However, there are four elements common to most manuals: background
information on records management, general procedures, information about
specific records, and reference materials. A sample table of contents for a records
management manual incorporating these topics appears in the box on page 4.
Background Information
The manual should include at least a short introduction that reviews for staff
the purpose of the manual, goals of the records management program, an
overview of the basic regulations and policies, and staff responsibilities. This
section is meant to be short. The goal is to provide staff with the information they
need to do their jobs, not to replicate all Federal and Agency records management
policies. It simply provides context for the meat of the manual which comes in
the following two sections. What's more, most of the contents can be gleaned
from existing publications. See "Make It Easy on Yourself" on page 5.
d ontinued on page 2
RecycledyRecyclable
~y \) Printed on paper that contains
G \_7 at least 50% recycled fiber

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PROCEDURES MANUAL
(from page 1)
Procedures
The second major area to be addressed are the
procedures for managing the records. The formats
for presenting this information are endless, but I've
chosen to model if on the lifecycle of records.
Records creation covers the definition of a record,
the importance of creating the "right" records, and
alerts staff to what they must do when they create
records, e.g., make a copy of all outgoing correspon-
dence for the unit file. The section might also cover
topics such as the types of records (program,
administrative, case files, etc.), personal papers and
working files, recordkeeping requirements, or other
"theoretical" issues if you feel they are important or
meaningful to the staff.
The section on maintenance and use should
discuss general filing procedures. Examples
include file cut-off procedures, who is responsible
for adding document filing information and where
records are to be put for filing. Circulation and
control procedures (e.g., always use charge cards if
you remove anything from the files) are a must and
should be included, as should any program specific
procedures for handling sensitive information.
The third component of the procedures section
concerns records disposition and should provide
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 Program
Manager. Please send comments and suggestions
to: Network Coordinator, 3404, 401 M Street, SW,
Washington, DC 20460. Telephone:
(202) 260-7762. Electronic Mail: Dugan.Ann.
12 Months to Effective Filesi
Next Steps
This issue completes the 6-step program to
effective files that began in the October 1992
issue with Step J - Identifying Your Records.
Step 2 - Conducting a Records Inventory - was
outlined in the December issue, Step 3 -
Developing a Filing System - appeared in the
February 1993 issue, Step 4 - Developing
Recordkeeping Requirements may be found in
the June 1993 issue. Step 5 - Improve files
management via technology, indexing, and
specialized equipment (Months 9 & 10 of the
effort) is in the August 1993 issue, and
Step 6 - Produce a records management manual
(Months 11 & 12 of the effort) completes the
6-step program. Copies of these publications
may be obtained from the Network Coordinator
by calling (202) 260-7762.
detailed guidance on how staff should go about
disposing of records, including information on what
they can destroy, how to retire records to a Federal
records center, cleanup days, and similar issues.
Finally, include information on managing
electronic records and other special media such as
audiovisual and cartographic items if the office
creates such records. This may be woven into the
regular discussion or handled separately. Informa-
tion on managing such records is available from the
National Achives and Records Administration
(NARA) guides.
Records
The third major section of the Manual should
provide staff with all of the information they need
to manage the specific records created in their
program. Following a general discussion of the
program's file plan, I recommend a series by series
discussion of the records found in the program.
Continued on page 3
OCTOBER 1993
• INFOACCESS

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If there is a separate entry for each series, with all of
the information necessary to manage those records
m one place, staff can easily find and use the infor-
mation that pertains to the records they create
without having to comb the entire manual.
For each series provide a description of the
records, the recordkeeping requirements,
arrangement, the location of the records and the
custodians, and filing and disposition information.
Some programs include additional in forma tier, such
as sample file labels for each series. Most of this
information should be available from your records
inventory and the revised Agency disposition
schedules. Be sure to include information about
non-records so staff are clear about what to do with
such collections.
Appendices
Finally these will be appendices that provide
copies of documents that the staff may need for
reference. The ones most often included are the
program file plan, copies of forms such as an
SF-135 or a charge out caid, laws and regulations,
and a glossary of terms. ~
~~~ MAKE IT EASY ON YOURSELF ~~~
PROCEDURES MANUALS - RECOMMENDED SOURCES
Actually putting together the manual isn't as hard as you might think. If you've been docu-
menting as you went along, you already have much of the program-specific information you need.
Much of the remainder can be gleaned from publications issued by National Records Management
Program (NRMP), the National Archives and Records Administration (NARA), or other programs.
Here are some recommended sources for information that you can excerpt:
OS WER Itifo'Htatier Management Staff. File Structure and Guidance /11993i
Good example of a series-based manual that provides extensive information about each
type of record.
NRMP, Agency Draft Records Disposition Schedules (1S331 Source for descriptions of
records, dispositions, and management guidance.
<•" NRMP, INFO ACCESS (1996-). Contains articles that could be excerpted for inclusion.
w NARA, Disposition of Federal Records (1993). Good overview of records management
and Federal requirements.
<•" NARA, Instructional Guide Series. Three available: Electronic Records (1990),
Cartographic and Architectural Records (1989), and Audiovisual Records (1990).
Guidance on how to manage special records.
•** NARA, A Federal Records Management Glossary (1993). Standard definitions of all
records management terms,
Sandy York (contractor) has the most up to date listing of what EPA programs have developed man mis,
filing plans, and other guides. For information you can contact heron (303) 540-0464 cr Email York-Sandy.
OCTOBER 1993
INFOACCESS

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I ¦¦ iH ¦¦ Hi ¦
X
SAMPLE
CONTENTS
FOR A
PROGRAM
SPECIFIC
RECORDS
MANAGEMENT
MANUAL
X
I.	INTRODUCTION
¦	Purpose of the Manual
¦	Purpose of Records Management
¦	Records Management Laws and Regulations
¦	Agency Records Management Policy
¦	Staff Responsibilities
II.	RECORDS MANAGEMENT PROCEDURES
IN THE OFFICE
¦	Records Creation
When do you create records?
What must you do with the records you create?
¦	Records Maintenance and Use
Filing procedures
Records circulation and control
Information security
¦	Records Disposition
Records cleanup
Disposing of records
Retiring records to the Federal Records Center
¦	Special Media
Electronic records
Audiovisual records
¦	Maps and drawings
III.	FILE PLAN AND RECORDS IDENTIFICATION
¦	Overview of Major File Plan
¦	Listing of Major Records Series
Description of records
Recordkeeping requirements
Custodians
File plans
Disposition
Identification of non-record collections
IV.	APPENDICES
¦	File Plan
¦	Records Management File Documents
¦	Sample Records Management Forms
¦	Glossary of Records Management Ferms
OCTOBER J993
INFOACCESS

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Dropping Acid ... from Paper
Paper must be both physi-
cally durable and chemically
stable. You can often achieve
one result without the other. For
paper to be physically stable it
should have a pH of 7 which is
neutral. A pH less than 7 would
make it alkaline and over pH7
would be acid. Even paper that
has a neutral pH can turn "acid"
over time from environmental
attack or acid migration. It's
important to have alkaline paper
which would compensate for
future acid attack..
The same manufacturing
process that creates temporary
stability or gives paper distinc-
tive characteristics, such as
si2ing, afeo causes "inherent
vices" that can make paper
weak or brittle.
Environmental factors that
can contribute to paper's
brittleness include heat, relative
humidity, fight, and air pollution.
Three ways to handle "acid
attack':
1)	Use only permanent paper for
book and document production.
2)	transfer onto a more stable
medium.
3)	Deacidify the original item.
If recycled paper is being
considered, specify an alkaline
recycled paper using the
specifications produced by the
National Information Standards
Organization with the American
National Standards Institute
(ANSI). Any product that meets
the Ansi/NlSO Z39.48-1992

standard has this symbol. This
indicates that the document has
met the ANSt/NSO standard
known as the "American National
Standard for Permanence of
Although the American
ANSI Standard is the most
referenced standard, there
are others including the
International Organization
for Standardization (ISO)
based on ANSi/NSO and
four American Society For
Testing Materiais(ASTM)
standards.
Among the ways to test
the product you ordered to
see if it meets the
standards is the "Abbey pH
Pen" by McCrady available
from Abbey Publications.
The article lists a number of
paper testing services that
can be used, catalogs that
sell acid free papers, and
articles an the subject.
* This information was
abstracted from "Dropping
Acid... from Paper," by Evelyn
Frangakas in the July 1993
issue of Archival Outlook.
* CONTEST!!! ENTER YOUR FAVORITE RECORDS MANAGEMENT MYTH 4>
Every records manager has been confronted with widely held misconceptions about records
management that he or she must correct time after time. I call them records management myths.
Here is a short list of myths that I encounter frequently:
1.	There is only one official record copy of any document.
2.	Records only exist in paper.
3.	If a document is a record it has to be kept forever.
4.	The Federal records centers regularly lose records.
5.	Records management is just a fancy term for filing.
OK, here is the contest. I'd like to have a list of the 10 biggest myths. I need your help. Send
me your favorite (or least favorite) myth(s). The final list will be published in the December issue.
¦Bend your my ths(s) to me at MILLER.MICHAEL-OIRM on ALL-in-1, or Mail Code 3404.
OCTOBER 1993
5
INFOACCESS

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RM for
Managers
Year-end
Activities For
Records
Managers
by Sandy York
(contractor), Regional
Program Director
sYEAR-END CLEARANCE!
Save 30% to 70%!
Final Clearance!
Time is running out! Giant 93 closeout!
Everything must go to make room for the new!
Save money! Save today!
You probably didn't expect to see these advertising lines in you newslet-
ter, but if you think about the year-end activities records managers are
involved in, there are some nuggets of truth in those ads. As the end of the
year approaches, we need to start planning our "year-end closeout"
activities. The old inventory needs to be moved to make room for the new.
~	Save time - Have those new folders made up and ready to go before you
need them.
~	Save money - Save the U.S. taxpayer an average of $20.98 per cubic
foot when you retire your inactive records to the Federal Records Center.
~	Save today - Start planning your year-end closeout today and make
the transition to the new year easier and your records system more
efficient.
BEFORE THE END OF THE YEAR ACTIVITIES
Here are some of the steps you can take to prepare for the end of the year.
Communicate with the staff
Remind everyone the end of the year is coming and what that means for
their records. Outline who will be doing what and when.
Review records disposition schedules
Review the schedules for file break and disposition instructions. If
instructions appear ambiguous or unclear, discuss them with your records
officer.
Prepare a preliminary retirement and new files list
Make a list of records due to be retired according to the schedules and
those needing new folders. Verify the list against the physical records. One
Continued on page 7
OCTOBER 1993
6
INFOACCESS

filli

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quick way to accomplish this is to make a copy of your file plan and
make notes in the margins. Don't forget to include the non-paper
media.
Obtain needed supplies
Once you have an idea of what needs to be retired and what
needs new folders, labels, etc., you can gather the supplies and forms
you need to make the transfers.
Prepare new folders
Using your list of required new files or your file plan, prepare
labels and folders for the new year. Be sure to follow any standards
for color coding, tabs, or labels your office may have. If there's
enough room, new folders can be placed in the appropriate places
any time. If there isn't enough room until inactive material is moved,
set the new folders aside until the other material is removed at the
end of the year.
Review technical reference material
Review the technical reference material for obsolete or outdated
material. Involve program staff who will be more familiar with it.
Here are the steps to take when the end of the year finally arrives:
YEAR-END ACTIVITIES
Close or cut-off files
Close the files at the end of the year as instructed in the disposi-
tion schedules. Pull any documents which need to be kept for the
next year and place a cross reference sheet with information on where
the document has been moved into the closed folder. Place the
material in the new folders.
Retire Inactive materials
Depending on the instructions in your disposition schedules,
either move your closed files to an area designated for inactive files
or prepare them for transfer to the Federal Records Center. If files are
to be retained in the office for additional time, you can designate a
particular set of file drawers or shelves for the "inactive" files. If they
are to be transferred to either an inactive records storage facility or a
Federal Records Center, box them up and prepare the transfer
paperwork.
File new folders
If new folders haven't already been filed, place them in the
Continued on page 8
f ^	^ "N
/fip\
(of the)
VHat/
v —	J
Congratulations!
Sarah Wills-Dubose has
inventoried some 4000 boxes of
records in Cincinnati. That's
quite a feat! The material was
being maintained in a warehouse
and in rooftop storage. The
majority of the material, over
60%, was non-record and
included such things as
newspaper clippings, articles
and books. Approximately 1,000
boxes went to contract and
financial mangement. The
majority of the material has been
disposed of, or sent to the Fed-
eral Records Center (FRC). A
small portion of the material is
still being reviewed for control
schedules.
Welcome to the Network!
Cynthya Holley will be
assisting Lois Riley, Coordinator
for the ORD-Wide Records
Management Program. Cyntha
is at Waterside Mall in
Washington, mail code 8102. She
can be reached by phone at
(202) 260-7462, or by fax at
(202) 260-0552.
Brenda Kubicki (contractor) is
the new records manager
supporting the Superfund Cost
Recovery group in Region 7,
Kansas City. Brenda's telephone
number is (913) 551-7091. $S
OCTOBER 1993
INFOACCESS

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ASK
DR. RECORDS
The Agency is using the
Federal records centers (FRCs) at
an unprecedented rate. In FY93
Headquarters alone retired
approximately 5700 cubic feet,
Region 4, nearly 700, and
Region 7 over 400. Over the year
some questions about records
retirement have come up, and I
want to address some of them
here.
Q. Do we ever retire records
directly to the National
Archives?
A. People frequently talk
about "archiving" records, but
what they really mean is retiring
them to the FRC. However, in
some cases we do send records
directly to the National Archives,
including Regional Archives
programs. Most often this will
happen for one of two reasons:
1)	The records are so old that
the time for storage in the FRC
has expired. Therefore we send
them directly to the National
Archives.
2)	The records were origi-
nally scheduled to be transferred
directly to the National Archives.
This is often the case with
audiovisual records, and is
always the case with electronic
records.
You should be aware that
there are differences between the
two types of transfers. The
National Archives is less formal
in some areas (in what kinds of
boxes are used for example), but
does require a detailed list of the
records being transferred. A
different form is used to do the
transfer as well, and that form
must be signed by the Agency
records officer.
Q. Are there limits on how
much we can retire to the FRC in
a given year?
A. Like a lot of FRC-related
questions, this depends in part
on your local FRC. Generally
speaking, the FRCs are short of
space, but they haven't put any
limits on total number of boxes
retired. What many, including
the Washington National
Records Center, have done is
limit the number of boxes in a
single accession. Instead of
retiring one 200 box accession,
we now retire four accessions of
50 boxes each. This allows the
FRC more flexibility in storing
the records.
Non-Textual Records
A number of you have raised
issues concerning the retirement
of oversized maps, audiovisual
records and other nontextual
records to the FRCs. I spoke with
Scott Roley of the FRCs
headquarters office about the
problems. The answers were not
really satisfactory, and I think we
need to discuss whether they will
be adequate to meet our needs,
and if not, what will we do about
it.
Q. What is the best way to retire
maps, blueprints, and other
oversized materials that don't fit in
regular FRC boxes?
A. The assumption is that you
are not dealing with folded
maps that will fit into regular
FRC boxes. The FRCs will take
them in a number of ways, so it is
always good to check with your
local FRC about their
Continued on page 9
( continued from page 7 )
appropriate location. Update file guides and tabs, as necessary.
Destroy eligible files
If your disposition schedules indicate records can be destroyed,
recycle, discard, or shred as appropriate. If you have any
questions about which files can be destroyed or the best method,
contact your records officer.
And finally, a reminder
Don't forget to include the non-standard paper (maps, draw-
ings, videos, etc.) and electronic records in this process. All
records, regardless of format, are covered by the disposition
schedules and need to be attended to along with their paper
companions. &
OCTOBER 1993 BjR INFO ACCESS

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ASK DR. RECORDS
(continued from page 8)
preferences. Some basic rules are
as follows:
1)	Always note on the SF-135
that the materials are oversized.
2)	Make sure that you can
link the records back to related
paper records. That information
is not required on the SF-135
itself, but will be necessary for
retrieval.
3)	Map tubes, available
through Federal Supply Service
are your best bet for packaging
oversized documents. You may
put multiple items in one tube,
but the FRC will return the entire
tube, even if you only recall one
item.
Q. Should programs retire
audiovisual records to the FRC?
A. Most FRCs are not
equipped to provide the environ-
ment that would preserve these
media. Basically we have three
choices here:
a)	Don't retire them to the
FRC. Keep them in the office.
However, that doesn't help the
space problem.
b)	Transfer them to the
appropriate unit of the National
Archives. However if we do that
we lose legal custody. If the
records are Superfund site
related, that poses a real prob-
lem, because we may need the
records for litigation.
c) See if your FRC has room
for them in air conditioned
space. That is not likely in most
regions but the Washington
National Records Center in
Suitland is one center that does
have space.
Basic rules to follow here:
1)	Do not mix audiovisual
records with paper records when
you retire them to the FRC. If
you do, you risk damaging the
fragile media.
2)	Keep them separate, but
make sure that they can be linked
to related paper records.
Q. Can electronic media be retired to
the FRC?
A. There are two basic issues
here. One is climate control
in the FRCs. If your local FRC
has room in air conditioned
stacks, it is possible to retire the
records there. However, I
recommend against it for a
second reason. Electronic media
need regular care as stated in the
CFR. Even under the best
conditions, the life of electronic
media (especially diskettes)
is very limited. Moreover, the
Agency updates equipment and
software frequently, and records
stored in the FRC are unlikely
to be migrated forward with
changing technology because
they are out of sight and out of
mind. In short - DON'T EX) IT.
NRMP
Crr
Workyears in the IRM Program
Devoted to Records Management

Region*
EPA
Other**
1
(702)
.5
17.8***
2
(962)
2.5
2.0
3
(1020)
1.0
0
4
(1091)
1.0
4.0
5
(1387)
2.0
3.0
6
(1005)
1.5
9.0***
7
(584)
1.0
1.0
8
(607)
0
0
9
(913)
1.0
0
10
(590)
.275
1.0
* Total FTE allocated to the Region in parentheses
** Includes on-site contractors, SEEs, ARPs, and others
*** Includes support to program file rooms/centers
vvv
OCTOBER 1993 W0\ INFOACCESS

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NARA Publication...
Checklist for Evaluating
Recordkeeping Practices in
Your Office
As defined in 36 CFR Chapter
XII, Section 1220.14,
recordkeeping requirements are
"all statements, in statutes,
regulations, and agency
directives or authoritative
issuances, providing general and
specific guidance for Federal
agency personnel on particular
records to be created and
maintained by the agency."
Section 1222.30 stipulates the
clear articulation of
recordkeeping requirements by
Federal agencies as being
essential if agencies are to meet
the requirements of 44 U.S.C.
3101 and 3102 with respect to
creating, maintaining, and
preserving adequate and proper
documentation, and with respect
to maintaining an active,
continuing program for the
economical and efficient
management of agency records.
Since agency functions, activities,
and administrative practices vary
so widely, the National Archives
and Records Administration
(NARA) cannot issue a
comprehensive list of all
categories of documentary
materials appropriate for
preservation by an agency as
evidence of its activities or
because of the information they
contain. In all cases, the agency
must consider the intent or
circumstances of creation or
receipt of the materials to
determine whether their
Checklist for
Evaluating
Recordkeeping
Practices
in Your Office
systematic maintenance shall be
required.
Agencies should review
recordkeeping requirements, as
part of the information resources
management reviews required by
44 U.S.C. 3506, or the periodic
records management evaluations
required by 36 CFR 1220.54, in
order to validate their currency
and to ensure that recordkeeping
requirements are being
implemented. As part of this
review, agencies should remind
all employees annually of the
agency's recordkeeping policies
and of the sanctions provided for
the unlawful removal or
destruction of Federal records (18
U.S.C. 2071).
To help meet these goals,
NARA has published the
"Checklist for Evaluating
Recordkeeping Practices in Your
Agency." This checklist is
designed for use by the
custodian of the files in an office,
but can also be useful
for the records liaison, records
officer, or responsible program
official in evaluating the files
management activities of an
office. The checklist consists of a
series of questions that assist
office staff in evaluating their
recordkeeping. General rules for
recordkeeping accompany the
questions. This checklist is
based on the NARA regulations
for agency records management
programs located in the
forementioned Title 36, Chapter
12, of the Code of Federal
Regulations. There you can find
more detailed guidance on the
rules for proper recordkeeping.
For more comprehensive
reviews of the records
management program of any
office, you may also want to use
NARA's "Evaluating Files Main-
tenance and Records Disposition
Programs: A Self-Inspection
Guide for Federal Agencies." If
you find that you need more
help or information, you can
contact your program's records
officer or the EPA's records
officer, Mike Miller at 260-5911.
If you would like a copy of
the "Checklist" contact Mike
Miller at 260-5911 or on All-in-1
at Miller.Michael-OIRM.

Contributed by Joseph Moeltner
(contractor), Records Support-HQ
OCTOBER 7993
INFOACCESS

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fllUlf Headquarters Update
~	ELECTRONIC RECORDS
STUDY
The third major deliverable in
the joint OIRM / NDPD review
of electronic records manage-
ment policy is available for
comment. The document is
numbered 4-1, and titled "Draft
Recommended Framework for
Policy Development and
Dissemination." The study
reviews the earlier findings and
proposes a plan for remedying
the deficiencies identified in the
earlier reports. Comments are
welcomed. If you would like a
copy, please contact Mike Miller
on (202) 260-5911 or
MILLER.MICHAEL-OIRM on
AU-in-1.
~	RECORDS
MANAGEMENT COUNCIL
MEETING
At the August Council Meet-
ing, plans for the Fall, 1993
Headquarter's Docket move were
reviewed and discussed. The
status of the Office of
Enforcement (OE) Reorganiza-
tion and the potential impact on
records management was
covered. Each of the Program
representatives presented
details of the way they are
approaching the reorganization.
Mike Miller emphasized the
importance of finding out who
the representative on the com-
mittee is for each program and
who will be affected by the
reorganization. Lisa Jenkins
(OSWER) offered a "Step
Process" to prepare for the
reorganization.
1)	Find out who is affected.
2)	Take an inventory of
enforcement records.
3)	Take your cue from
Enforcement and follow their
lead.
* IMSD DEVELOPMENTS
The first segment of the
Records Disposition Schedules
has been completed and sent to
printing. The package will be
sent to all Assistant Administra-
tors (AA's) for Green Border
Review when printing is
complete.
~ ELECTRONIC RECORDS
The comment period for the
Electronic Mail Policy ended in
August. A final draft to include
comments is being completed by
Mike Miller.
Mike made a presentation on
email and electronic records
policy in Chicago on August 30
and disseminated a draft of the
Analysis and Management of
Electronic Records:
Recommended Framework for
Policy Development and
Dissemination (Draft). Copies
went to all SIRMOS and the
comment period will end.
*	NARA EVALUATION
The NARA evaluation report
has been completed and all status
reports from the programs that
were received have been
incorporated. The report has
been returned to NARA.
~	FY94 PRIORITIES
At the September Council
Meeting, Mike solicited
suggestions for priorities for the
FY 94 for the NRMP and HQ
Programs. Suggestions included:
1)	Vital records program
2)	Agencywide file plan.
3)	Agencywide plan for
administrative "housekeeping"
records."
4)	Annual records management
meeting for training.
5)	Performance evaluation
criteria in regards to records
management.
~
OCTOBER 1993
INFOACCESS

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f Around the Records Network
v					J
This section of INFOACCESS is used to report on upcoming meetings and projects
currently underway in the Regions, Laboratories, and Headquarters. The INFOACCESS
staff would like to encourage all records management staff at the Agency to share news
and information about current projects with the INFOACCESS readers. Anyone with
contributions for this column can contact Mike Miller, at (202) 260-5911 or at Miller.Michael-
OIRMon All-in-1.
RECORDS TRAINING AT AIR AND RADIATION
On September 16th, 1993 OAR had a
Records Management Conference at the Gangplank.
All the OAR program offices were represented at
the conference including people not located at
Headquarters. In the morning session, Mike Miller
from OIRM gave a training session and handed out
materials the attendees could take back with them.
Mike also answered the many questions that were
put to him. During lunch, Lisa Jenkins from
OSWER gave a presentation on how OSWER got
organized and put its records program together. In
the afternoon, a facilitator lead the group in a TQM
exercise on the NARA evaluation and its
application to OAR. The group did come up with
recommendations and a priority list of what it
wants to see done. Management was at the
conference and took note of the needs expressed by
the group. OAR is hopeful that this will be the first
step in establishing a records network and
improvement of records management in OAR.
NARRAGANSETT LABORATORY
Lois Riley, ORD Records Officer, and Mike
Miller, Agency Records Officer, visited the
Narragansett ORD laboratory for two days of
training and records program review. Over 60 of
the staff attended the three hour records awareness
training sessions. Lois and Mike spent the second
day discussing specific records management
problems with individual staff. Among the issues
were scientific journals, and the disposition of
various types of health and safety records.
GROWTH IN REGIONAL IRM SUPPORT
At the meeting of Facility IRM Chiefs in Chicago
in August, Robyn McKenry (Region 8) provided an
overview of the resources devoted to various IRM
functions by Regional offices. The table on page 9,
based on figures from her survey, looks at the
number of workyears devoted to records
management within the Regional IRM programs.
The figures show the growth in records
r
management in the Regions, the gradual shift of the
Regional records management programs into the
IRM program, and the growing number of EPA
staff devoted to records management.
OCTOBER 1993	INFOACCESS

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