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Privacy Act, Confidential - PC

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Confidential Documents
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Glossary of terms relating to file structure phase activities and file categories

Descriptions of 95.00 - 95.99 SRC Folder Code HZ/SF/RE/PC NARA General Records Schedule  N1-412-99-23

Definition

This file contains personal and health information which EPA is obligated to protect under the Privacy Act.  In addition, non-PRP access correspondence that pre-dates attorney involvement would be filed here; documents subsequent to attorney involvement would be filed in the Legal Confidential (LC) phase.


SDMS Keyword (Click on keyword to see description)

95.04    Access Agreement / Order
95.05   Confidential Attachments to the Removal Assessment Report
95.07   General Correspondence
95.01   Health Interviews
95.02   Mailing Lists From Community Relations Open Houses, Meetings, etc.
95.06   Personal Information
95.03   Sampling and Blood Testing

95.99   Other

SDMS Keyword Description

95.01 Health Interviews

95.02 Mailing Lists 
This is a list or log indicating who should be on the mailing list to receive publications, meeting
notices, etc. [Note: Often mailing lists, meeting lists, et. al., contain residential information which is
considered confidential under the Privacy Act. Should be flagged to contain confidential
information so that the FOIA contractors can appropriately redact the records when responding
to FOIA requests.]

95.03 Sampling and Blood Testing

95.04 Access Agreement / Order
The EPA is given authority in CERCLA to obtain access to property that is contaminated or threatened with contamination for implementing response actions.  The access agreement should describe the activities that will occur and the planned restoration of the property, if any, upon completion.  Access agreements are valid only for the current landowner whose signature is on the agreement and do not transfer to future property owners.  Access agreements that contain residential information which is considered confidential under the Privacy Code is coded to this keyword code.  However, if a "releasable" access agreement is generated during the Site Assessment (SA) phase, the agreement should be filed in the SA phase [10.17].  If a "releasable" access agreement is generated during the Emergency Response (EM) phase, the agreement should be filed in the EM phase [13.29].  If a "releasable" access agreement is generated during the Remedial phases, it is filed in the Enforcement, Legal Documents (NL) phase [30.04].

95.05 Confidential Attachments to the Removal Assessment Report
Attachments to the Removal Assessment that have been deemed as confidential.  Since attachments such as site photographs, sampling data, and logbooks may contain residential information, these attachments are considered confidential.  Additionally, the 1900-55 invoices (confidential) are also coded to this keyword code.

95.06 Personal Information
Applies to information concerning individuals which may not be released without their written consent.  Information such social security numbers, personal addresses and telephone numbers are considered confidential under the Privacy Act.

95.07 General Correspondence
Any correspondence including letters, memoranda, notes, and record of communications generated or received by the EPA.

95.99 Other
If the needed keyword code is not available, code to 95.99.

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