EP 1110-3-8
9 Apr 04
e. The Administrative Record file located at a local repository at or near the FUDS
project should be handled with similar care. A cover letter should accompany the
Administrative Record file when the Record is initially provided to the local repository. This
letter should explain the purpose of the Administrative Record, what it consists of, the public's
right to review it, and information on how this Record should be maintained. A model
transmittal cover letter is provided at appendix O for this purpose. Appendix P contains a model
document transmittal acknowledgment form which can be used to obtain a receipt-acknowledged
response from the local repository receiving the Administrative Record file. If possible, the
Administrative Record file should be treated as a noncirculating reference; it should not leave the
local repository except under supervision. The phone number of the ARC should be provided to
the Administrative Record file users and to the manager of the local repository so that problems
can be identified and resolved. This information can be included in an information fact sheet
accompanying the Administrative Record file (see appendix Q). In addition, the ARC should
plan periodic reviews of the Administrative Record file at the local repository to ensure that it
remains complete and intact.
4-10. Contents of the Administrative Record. See appendix I for a comprehensive listing of
documents to be considered for inclusion in the Administrative Record. Some of these
documents, as the appendix I guidance indicates, may not be included, depending on a review by
the PM, the Office of Counsel, and other associated offices. The term "document" covers a
variety of written material, such as pieces of correspondence, data reports, assessments, plans,
newspaper articles, notices, and fact sheets. The two primary purposes for establishing the
Administrative Record, as specified in paragraph 4-2, should be observed when selecting
documents for inclusion.
4-11. Inclusion of Documents by Reference Only.
a. Certain documents which are included in the Administrative Record do not have to be
maintained at the local repository because of the nature of the documents and the burden
associated with maintaining such documents in multiple locations. These documents, however,
must be incorporated into the Administrative Record by reference (i.e., in the index but not
physically in the Record file), and the index must indicate where the documents are publicly
accessible. Where a document is listed in the index but not located at or near the FUDS project,
the Army must, upon request, make the document available to the public by including the
document in the Administrative Record. This guidance applies to verified sampling data, chain-
of-custody forms, and additional guidance and policy documents. It does not apply to
documents marked with a security classification, such as "confidential" or "secret," nor does it
apply to documents marked with For Official Use Only (FOUO) or privileged documents.
b. Unless requested, the following types of documents do not have to be located in
multiple locations:
4-9
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