IGD 1016: Control of Records

1.0 PURPOSE



This IGD provides guidance with respect to the identification, maintenance and disposition of environmental records in relation to our installations and their host/tenant agencies (as applicable). This procedure applies to all employees and those working on our behalf that utilize or maintain environmental records as part of their respective operational activities.


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2.0 PROCESS




2.1 Records




Applicable ESOH records include, but are not limited to, the following:




a) Information supporting the ESOHMS, including records demonstrating conformance with requirements




b) All records required by applicable federal, state and local regulatory and judicial authorities pertaining to ESOH and our operational activities




c) Facility-specific permits and licenses




d) Archived records




e) Installation specific plans, e.g., Spill Prevention Control and Emergency Response Plan




f) Depot Information System (source for current records-available as a link on the "I am the Key" website)




g) DLA Document Services Retrievable Archive - source for historical records




h) Records required for ESOHMS including training records, calibration records, inspection records, compliance assessment records, internal conformance audit records, corrective action records, and external communication records.  These records are maintained at the staffed Depots in a central location or under the control of specific individuals.




2.2 Records Maintenance and Storage




Applicable records are legible, identifiable and traceable to the activity or process involved. ESOH records are stored and maintained in such a way that they are readily retrievable and protected against deterioration or loss. Records and documents created by the installation are maintained in electronic format whenever feasible.




Where electronic storage is not possible, records are stored in hard copy form. All hard copy records are maintained in cabinet binders or other suitable containers and are under the care of a responsible individual or team. Our HQ does not store all current Depot specific records, but may retain copies for historical purposes. These file areas are appropriately marked for historical information only.



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2.3 Record Retention




ESOH record retention depends upon the nature of the specific record. Retention schedules will be dictated by regulatory or judicial standards whenever applicable. All ESOHMS related records shall be retained for a period of at least three years and disposed of in accordance with Legal and other requirements. Records maintained beyond the specified retention times fall into three categories:




a) Records for personal reference only




b) Documents specified in judicial actions and under the control of the DLA Office of Council




c) Records for historical information



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3.0 EXAMPLES OF ESOHMS SUPPORTING DOCUMENTATION REFERENCES




The references listed below are not intended to be all inclusive but rather to provide examples of typical documentation and records, illustrative of the ESOHMS and are not necessarily controlled by this Manual.



3.1 Hardcopy Files






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