EP 1110-3-8
9 Apr 04
community center, or library to use their facility as a repository for public viewing of the
duplicate copy (located at or near the FUDS project) of the Administrative Record file.
b. In establishing public access procedures for the Document Reading Room, the security
and integrity of the Record files must be maintained to the greatest extent practicable. The ARC
will maintain the reading room and periodically review the Record file to ensure the integrity of
the documents. Visitors should be able to view the Record file during reasonable hours (e.g.,
Monday-Friday, 9:00 a.m. - 4 :00 p.m. at a minimum, with expanded hours, wherever possible,
to accommodate evening visitors). The public reading area should include, where feasible:
(1) Administrative Record file.
(2) Access to a copier.
(3) Sign-in book.
c. Controlled access to the files is accomplished by use of a visitor sign-in book which
may help to minimize instances in which documents are lost or damaged. (See appendix N for a
sample format for the visitor sign-in book.) The sign-in book provides documentation of the
government's efforts to provide public access to the Record files. Pertinent information recorded
in the book could include:
(1) Date of visit.
(2) Name.
(3) Affiliation.
(4) Address.
(5) Phone number.
(6) FUDS project documents viewed.
(7) Cost of copied materials (if applicable).
d. Since documents in the Record file should be complete, properly organized, and
legible, the integrity of the Record file must be maintained. Storage and reading areas should be
supervised by the ARC to maintain proper security. Documents should not leave the document
room or be left unattended. The ARC should check the order of the documents after they are
viewed by the public to be certain that all documents have been returned intact.
4-8
Previous Page
