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EPA Records Schedule 569
Status: Final, 02/21/2007
Title: Federal Workplace Drug Testing Program Files
Program: Personnel
Applicability: Agency-wide
Function: 403-256 - Employee Relations
NARA Disposal Authority:
This schedule authorizes the disposition of the record copy in any media (media neutral), excluding any records already in electronic form. Records designated for permanent retention must be transferred to the National Archives in accordance with NARA standards at the time of transfer.
- General Records Schedule 1/36
Description:
Includes drug testing program records created under Executive Order 12564 and Public Law 100-71, Section 503 (101 Stat. 468).
Excludes: Consolidated statistical and narrative reports concerning the operation of agency programs, including annual reports to Congress, as required by Pub. L. 100-71, 503(f).
Disposition Instructions:
Item a: Drug test plans and procedures
Excludes documents that are filed in record sets of formal issuances (directives, procedures handbooks, operating manuals, and the like).
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Disposable
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Destroy when 3 years old or when superseded or obsolete.
Item b: Forms completed by employees whose positions are designated sensitive for drug testing purposes acknowledging that they have received notice that they may be tested
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Disposable
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Destroy when employee separates from testing-designated position..
Item c: Selection and scheduling records
Includes records relating to the selection of specific employees and applicants for testing and the scheduling of tests, including lists of selectees, notification letters, and testing schedules.
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Disposable
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Destroy when 3 years old.
Item d(1): "Permanent" record books
Includes bound books containing identifying data on each specimen, recorded at each collection site in the order in which the specimens were collected.
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Disposable
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Destroy 3 years after date of last entry.
Item d(2): Chain of custody records
Includes forms and other records used to maintain control and accountability of specimens from the point of collection to the final disposition of the specimen.
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Disposable
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Destroy when 3 years old.
Item e(1)(a): Positive test results for employees
Includes records documenting individual test results, including reports of testing, notifications of employees and applicants and employing offices, and documents relating to follow-up testing.
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Disposable
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Destroy when employee leaves the Agency or when 3 years old, whichever is later.
Item e(1)(b): Positive test results for applicants not accepted for employment
Includes records documenting individual test results, including reports of testing, notifications of employees/applicants and employing offices, and documents relating to follow-up testing.
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Disposable
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Destroy when 3 years old.
Item e(2): Negative test results
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Disposable
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Destroy when 3 years old.
Guidance:
Disciplinary action case files pertaining to actions taken against employees for drug use, drug possession, failure to comply with drug testing procedures, and similar matters are covered in EPA 564. See EPA 546 for personnel counseling files related to the alcohol and drug abuse program.
Reasons for Disposition:
Disposition conforms to NARA's General Records Schedule, item 1/36.
Item f for electronic mail and word processing system copies deleted 08/23/2006 pursuant to NARA Bulletin 2006-04.
Custodians:
Multiple units
Related Schedules:
EPA 546, EPA 564
Previous NARA Disposal Authority:
Entry: 07/01/2003
EPA Approval: Not applicable
NARA Approval: 04/00/2003