How to Prevent
Unauthorized
Destruction of
EPA Records
Did you know that there are
criminal penalties for the willful
and unlawful destruction, removal
or concealment or private use of
Federal records (18 U.S.C. Section
SEE ALSO:

Records Management for EPA
Senior Officials (PDF)
FOR MORE INFORMATION
Contact the Records Help Desk
Phone: 202-566-1494
E-mail: records@epa.gov
Web:   www.epa.gov/records
RECORDS LIAISON OFFICERS:

Headquarters
www.epa.gov/records/peopleAiq.htm


Regional
wwwepa.go\/reoDrds/people/regbn.htm


Lab & Field Office
www.epa.gov/records/people/labs.htm
Here are some tips on how to prevent
unauthorized destruction of EPA records
during this time of transition
   Identify your records, nonrecords and personal papers (paper
   and electronic).

   Keep your records, nonrecords and personal papers separate.

   Clearly label containers (boxes, folders, drawers) with the
   contact name and whether they are records, nonrecords, or
   personal papers and other identifying information (file or project
   name).

   Transfer custody of your documentation to a new records
   custodian (RC) or your records liaison officer (RLO).

   Identify and transfer custody of your paper records.

   Identify and transfer custody of your electronic records,
   including:

      o  e-mail records (filed in ECMS or printed and filed in the
         paper recordkeeping system);
      o  electronic records residing on your C:\, F:\, G:\drives or
         on a mainframe;
      o  electronic records residing on collaboration tools (e.g.,
         QuickPlace, Portal), portable storage devices
         (BlackBerry, PDAs, CDs, DVDs, floppies, thumbdrives).


   Identify and transfer custody of any records that are subject to:

      o  an existing Freedom of Information Act (FOIA);
      o  an existing litigation hold;
      o  an existing audit or Congressional inquiry.
           United States
           Environmental Protection
          i Agency
                                                                                    Rev. date 1/09

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How to Prevent Unauthorized Destruction of EPA Records
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                                    Records Commonly Used by Senior Officials

The following lists common EPA records that may be maintained for senior officials in any office. This list may be helpful in determining
whether documentary materials are records.  The associated retention information is listed, along with the records schedules. See the
records schedules for complete descriptions and retention information.
 Type of Record / Schedule Number
                              Description / Retention
Calendars, Schedules, and Logs of
Daily Activities 111
Calendars, appointment books, schedules, logs, diaries and records documenting meetings,
appointments, telephone calls, trips, and visits. Permanent
Controlled and Major Correspondence
141
Copies of signed controlled and major correspondence which documents the program
activities and was processed under special handling control procedures because of the
importance of the letters or time requirements of replies. Records consist of copies of
incoming letters, copies of the responses, and enclosures. Also includes indexes to the
correspondence. Permanent
Directives and Policy Guidance
Documents Issued by Specific
Programs and Regions 007
Includes all records which document EPA's major policy decisions and program operational
procedures originated within each program and regional office providing the mandates for
overall and specific program direction and  action. Permanent

Unpublished directives and  guidance. Temporary (10 years)
Interagency Committee Records Not
Related to FACA 186
Intra-Agency and Internal Committees
187
Committee records, such as agendas, meeting minutes, final reports and related records
created by or documenting the accomplishments of official boards and commissions.
Temporary (3 years)
Records of meetings of committees and non-rulemaking work groups and task forces held
within EPA related to EPA's mission. Temporary (variable)
Manuscripts of Articles Written by EPA   Original drafts of articles submitted to professional, trade, and commercial magazines for
Personnel 334                        publication. Permanent - (for manuscripts related to EPA's environmental missions)
Program Development Files 145
Records related to the development of environmental and administrative policies and
programs. Permanent
Program Management Files 006
Records which relate to the on-going management of programs and routine projects within
programs. Temporary (variable)
Reports to Congress and/or the
President 155
Reports made to Congress and/or the President by EPA in accordance with the mandates
of all environmental legislation. Permanent (final report)

Work files. Temporary (6 years)
Rulemaking Committees 518
Records of rulemaking committees and work groups. Permanent

Unpublished regulations, standards and guidelines. Temporary (10 years)
Speeches and Testimony 140
Speeches prepared for delivery while representing the Agency at EPA-sponsored meetings,
and government, civic and professional conferences and meetings. Permanent
Travel 028
Travel records used to account for employees while on travel status, and to request
reimbursement or balance due on travel funds authorized. Temporary (variable)

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