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The U.S. Environmental Protection Agency (EPA) Region 6 Superfund file structure outlines how Superfund Division records are organized. Records are broadly defined by statute and regulation to include all recorded information, regardless of medium or format, made or received by EPA or its agents under Federal law in connection with the transaction of public business, and either preserved or appropriate for preservation because of their administrative, legal, fiscal, or informational value.
The full definition of a Federal record as presented in the Federal Records Act is:
"...all books, papers, maps, photographs, machine-readable materials, or other documentary materials, regardless of physical form or characteristics, made or received by an agency of the U.S. Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government or because of the informational value of the data in them." (44 U.S.C. 3301, Definition of Records)
Records are first arranged by site, then by phase, which is modeled after the life cycle of a site cleanup. The record phases are manifested as a system of folders, which correspond to the methods and criteria outlined in the National Oil and Hazardous Substances Pollution Contingency Plan, more commonly referred to as the National Contingency Plan or NCP. The records are then coded to a keyword code and description. Keywords correlate to the contents of the record or act as an identifier for a particular kind of file, document, or data.
Agreements,
Federal - AF
Agreements,
State - AS
Brownfields
- BR
Business
Confidential - BC
Community
Relations - CR
Contract
Laboratory - CL
Contractor
Confidential - CC
Cost
Documentation, Confidential - DC
Cost
Documentation, Releasable - DP
Deletion
- DL
Dockets - DO
Emergency
Response - EM
Enforcement,
Accounts - NA
Enforcement,
Case Development - ND
Enforcement,
Confidential - NC
Enforcement,
Legal Documents - NL
Enforcement,
Master EPA Correspondence - NM
Enforcement,
Potentially Responsible Party (PRP) Specific - NP
Federal
Emergency Management Agency - FE
Federal
Emergency Management Agency, Confidential - FC
Guidance Documents - GU
Freedom
of Information Act (FOIA) Request - FI
Health
Assessment - HE
History
- HI
Legal,
Confidential - LC
Legal,
General Correspondence - LG
Legal,
Pleadings - LP
Natural
Resources Trustee - RT
National
Response Center - ES
Oil
Pollution Act - OP
Operational
& Functional - OF
Operations
& Maintenance - OM
Privacy
Act Confidential - PC
Remedial
Action - RA
Remedial
Administrative Record - RR
Remedial
Design - RD
Remedial
Investigation - RI
Removal
Administrative Record - ER
Site
Assessment - SA
Site
Assessment Confidential - SC
Work
Performed Documentation - WP