EGLE-ALL.xlsx
XLSX spreadsheet 86 KB Posted
- Attached to
- EDM Consulting Services
- Solicitation number
- DS-761-250000000008-2
- Issued by
- Grand Traverse County, Lansing City, Michigan
About this file
This file is a retention schedule documenting record-keeping requirements for the Michigan Department of Environment, Great Lakes, and Energy (EGLE) and its various divisions including Air Quality, Drinking Water and Environmental Health, Environmental Support, Executive Office, Finance, Human Resources, Information Management, Materials Management, Oil Gas and Minerals, Remediation and Redevelopment, and Water Resources divisions. The schedule outlines retention periods, security levels, and disposition requirements for thousands of different types of records ranging from permits and compliance documentation to enforcement actions and environmental monitoring data. Record series cover activities like air quality monitoring, drinking water protection, waste management, oil and gas regulation, environmental remediation, and water resource protection.
The schedule designates records as either "Essential" or "Non-Essential" and specifies security classifications of "Public", "Internal", "Confidential" or "Restricted". Retention periods range from immediate destruction to 500 years depending on the type and significance of records. Many environmentally significant records require permanent retention through transfer to the Michigan Archives. The schedule indicates whether records are vital for disaster recovery and cites relevant legal authorities requiring record retention. Records are maintained in various formats including paper files, databases, shared drives, and content management systems. No specific funding or financial requirements are outlined beyond normal recordkeeping operations.
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| File | Type | Posted |
|---|---|---|
| DS 250000000008 EDM Consulting Services.docx | DOCX document | |
| DS 25-0008 Q and A.xlsx | XLSX spreadsheet | |
| SOM-GS-ALL.xlsx | XLSX spreadsheet |
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Text version
EGLE Department Report Publishe
| Agency Code | Agency Name | Item Number | Series Title | Series Description | Retention Period | Approval Date | Record Locations | Security Level | Disaster Recovery | Legal Citation |
| EGLE - AQD | Air Quality Division | 00000 - | Introduction | EGLE ensures that Michigan's air remains clean by regulating sources of air pollutants to minimize adverse impact on human health and the environment. Goals are to meet and maintain air quality standards, limit emissions of hazardous and toxic pollutants, and inform the public about current air conditions. |
| EGLE - AQD | Air Quality Division | 37276 - | Province of Ontario Agreement Records (central office) | These records document an agreement between the State of Michigan and the Province of Ontario. They may include, but may not be limited to, correspondence, reports, regulations, and agreements about transboundary air pollution control. |
| RETAIN UNTIL: Agreement expires |
THEN: Transfer to the Archives of Michigan
| 9/14/23 | file cabinets, shared drive | Internal | Essential Record | ||
| EGLE - AQD | Air Quality Division | 37285 - | Safety and Training Records (central office) | These records document safety and training classes attended by AQD employees. They may be used as proof that training was provided to individual employees. | RETAIN UNTIL: Employee remains employed with the department |
THEN: Destroy
| 9/14/23 | file cabinets, shared drive | Confidential | Essential Record | ||
| EGLE - AQD | Air Quality Division | 37286 - | Program Modification Records (central office) | These records document program modifications and subroutines that are written for unique data compilations. | RETAIN UNTIL: Superseded by a new version, and while the modification is active |
THEN: Destroy
| 9/14/23 | file cabinets, shared drive | Internal | Essential Record | |
| EGLE - AQD | Air Quality Division | 37288 - | Chemical Records (central office) | These records document toxic air pollutants and are organized by CAS (Chemical Abstract Service) number. They may include, but may not be limited to, summary information on each pollutant, and evaluations of human health impacts of toxic air pollutants. |
| RETAIN UNTIL: Chemical is no longer considered or potentially considered to be a toxic air contaminant |
PLUS: 7 years THEN: Destroy
| 9/14/23 | file cabinets | Internal | Vital Record | |
| EGLE - AQD | Air Quality Division | 37289 - | Renewable Operating Permit (ROP) Files (district offices) | These records document compliance with state and federal air quality regulations by major stationary sources. They are filed by source name. They may include, but may not be limited to, issued, modified, and amended ROPs, applications, compliance plans, correspondence, ROP public hearing files and recordings, public comments about development of the ROP, and supporting documentation. |
| RETAIN UNTIL: ROP expires |
PLUS: 15 years THEN: Destroy
| 9/14/23 | file cabinets, shared drive, Records Center, Content Manager, MiEnviro database | Confidential | Essential Record | |
| EGLE - AQD | Air Quality Division | 37290 - | Air Use Permit Files (central office, Detroit office) | These records document installation and operational permits for the construction and operation of incinerators, smoke stacks, and other equipment that can cause air pollution. They are filed by permit number. They may include, but may not be limited to, applications, applications that are voided without being issued, installation and operational permits (active and voided), plans, specifications, NSR permits that are voided and rolled into ROPs, public hearing files and recordings, and confidential trade secrets. Note: These files also include permits that were issued by the Wayne County Air Pollution Control Division until 2001. |
| RETAIN UNTIL: Application or permit is voided; or if voided and rolled into a Renewable Operating Permit (ROP), then until the facility closes |
PLUS: 25 years THEN: Destroy
| 9/14/23 | rolling file cabinets, shared drive, Records Center | Confidential | Essential Record | |
| EGLE - AQD | Air Quality Division | 37292 - | Air Use Permit Index Data (central office) | These records document the air use permit files. Data may include, but may not be limited to, summary permit history information, permit number, company name, and issuance date. |
| RETAIN UNTIL: Permit is added to the index |
PLUS: 100 years THEN: Destroy
| 9/14/23 | permit card database | Public | Non-Essential Record | |
| EGLE - AQD | Air Quality Division | 37294 - | Evaluation Form Data (central office) (obsolete) | These records document the tracking of air use permit evaluations, approvals, and permit reviews. Data may include, but may not be limited to, permit number, year, suffix, applicant name, state registration number, location of source, reason for application, description of source, control equipment/technology, date that permit supporting documentation is received, and applicable state/federal air regulations. AQD stopped creating this data in 2014. |
| RETAIN UNTIL: Permit is added to the index |
PLUS: 100 years THEN: Destroy
| 9/14/23 | Evalform database | Public | Essential Record | |
| EGLE - AQD | Air Quality Division | 37298 - | Out Card Data (central office) | These records document the location of permit files that are checked out from the file cabinets. Data may include, but may not be limited to, description of borrowed files, permit information, borrowers, and the date borrowed. |
| RETAIN UNTIL: File is returned |
THEN: Destroy
| 9/14/23 | rolling file cabinets, outcard database | Public | Essential Record | |
| EGLE - AQD | Air Quality Division | 37299 - | Voided Permit Location Data (central office) | These records document the location of voided permits that are stored at the Record Center. Data may include, but may not be limited to, box numbers, Record Center numbers, lot numbers, and permit application information. |
| RETAIN UNTIL: Permit is voided |
PLUS: 25 years THEN: Destroy
| 9/14/23 | void archive database | Public | Essential Record | |
| EGLE - AQD | Air Quality Division | 37301 - | PTI Evaluator Data (central office) | These records document the screening and review process of each permit to install (PTI) application, the coordination and communication efforts taken during the review, the equipment, any "flags" or issues, and the specific emission limits that are included in an individual PTI. Data may include, but may not be limited to, company information, site location, engineer, application progress, statistical information, equipment inventory, equipment description, groupings, specifications, specific federal or state rules or regulations (such as NSPS, NESHAP, or BACT), and air pollution source type (such as a coal fired power plant or a crematory). |
| RETAIN UNTIL: Date created |
PLUS: 100 years THEN: Destroy
| 9/14/23 | Database PTI Evaluator: Screened Applications Module, Application Tracking Module, Coordination Module, Equipment Module, Flags Module, Pollutants Module | Public | Vital Record | |
| EGLE - AQD | Air Quality Division | 37303 - | Hearings Data (central office) | These records document permit applications undergoing public comment periods and hearings. Data may include, but may not be limited to, public comments, hearing locations, names of participants, and recordings of events. |
| RETAIN UNTIL: Date created |
PLUS: 100 years THEN: Destroy
| 9/14/23 | file cabinets, Records Center, Hearings database | Public | Essential Record | |
| EGLE - AQD | Air Quality Division | 37304 - | PTI/ROP Cross-Reference Data (central office) | These records document Permits to Install (PTIs) that re-rolled into Renewable Operating Permits (ROPs), and therefore were voided. The electronic data is cross-referenced to the ROP using the State Registration Number (SRN). |
| RETAIN UNTIL: Date created |
PLUS: 100 years THEN: Destroy
| 9/14/23 | PTI/ROP cross-reference database | Public | Essential Record | |
| EGLE - AQD | Air Quality Division | 37305 - | Enforcement Action Files (central office) | These records document enforcement actions of violations to state and federal air pollution regulations. They may include, but may not be limited to, correspondence, reports, public notices, public comments, and supporting documentation. |
| RETAIN UNTIL: Enforcement order is terminated or judgement is satisfied |
PLUS: 10 years THEN: Destroy
| 9/14/23 | file cabinets | Confidential | Vital Record | |
| EGLE - AQD | Air Quality Division | 37307 - | Asbestos NESHAP Notification Files (central office) | These records document notifications received from facility owners or contractors about their intent to renovate and/or demolish structures subject to the federal National Emissions Standards for Hazardous Air Pollutants (NESHAP) asbestos regulations. They may include, but may not be limited to, notifications, and correspondence. |
| RETAIN UNTIL: Date created |
PLUS: 5 years THEN: Destroy
| 9/14/23 | file cabinets, MACES database, ANS database, Records Center, MiEnviro database | Public | Non-Essential Record | |
| EGLE - AQD | Air Quality Division | 37308 - | Asbestos NESHAP Site Inspection Files (central office) | These record document site inspections of asbestos abatement jobs. They may include, but may not be limited to, notes, observations, photographs, and sample analysis sheets. |
| RETAIN UNTIL: Date created |
PLUS: 10 years THEN: Destroy
| 9/14/23 | file cabinets, MACES database, ANS database, MiEnviro database | Public | Non-Essential Record | |
| EGLE - AQD | Air Quality Division | 37311 - | CERCLA/307 Site Remediation Records (central office) | These records document efforts to mitigate air impacts during site remediation. They may include, but may not be limited to, remedial investigative and feasibility studies, correspondence with responsible parties, monitoring plans, air action levels, consent orders, site activity restrictions, and supporting documentation. |
| RETAIN UNTIL: Remediation activity is completed |
PLUS: 10 years THEN: Destroy
| 9/14/23 | file cabinets, Records Center | Public | Vital Record | |
| EGLE - AQD | Air Quality Division | 37312 - | Source Emission Sampling Report Files (central office) | These records document emission tests conducted by the industry or the State of Michigan to quantify the emission of air pollutants from industrial sources. They may include, but may not be limited to, sampling reports. |
| RETAIN UNTIL: Date created |
PLUS: 20 years THEN: Destroy
| 9/14/23 | file cabinets, Records Center, Content Manager, MiEnviro database | Public | Vital Record | |
| EGLE - AQD | Air Quality Division | 37313 - | Visible Emission Certification Records (central office) | These records document the certification of EGLE staff and industrial staff to visually quantify emissions (as opacity density) from air pollution sources, in accordance with state and federal regulations. They may include, but may not be limited to, test results, and supporting documentation. |
| RETAIN UNTIL: Date created |
PLUS: 20 years THEN: Destroy
| 9/14/23 | file cabinets, Records Center, MiEnviro database | Public | Vital Record | |
| EGLE - AQD | Air Quality Division | 37314 - | Continuing Emission Records (central office) | These records document continuing emission regulatory activities. They may include, but may not be limited to, certification test reports that quantify the emission levels of various pollutants, quality assurance files, and monitor audit files. |
| RETAIN UNTIL: Date created |
PLUS: 20 years THEN: Destroy
| 9/14/23 | file cabinets, Records Center, Content Manager, MiEnviro database | Internal | Vital Record | |
| EGLE - AQD | Air Quality Division | 37317 - | Continuing Emission Excess Emission Reporting Records (central office) | These records document emissions data from operating monitors and summaries of emissions which exceed allowed values. They may include, but may not be limited to, quarterly and annual reports. |
| RETAIN UNTIL: Date created |
PLUS: 20 years THEN: Destroy
| 9/14/23 | file cabinets, Records Center, Content Manager, MiEnviro database | Internal | Vital Record | |
| EGLE - AQD | Air Quality Division | 37318 - | Federal Grant Compliance Records (central office) | These records document compliance with grants received from the US Environmental Protection Agency. They may include, but may not be limited to, proposed program accomplishments (PPA), status reports, correspondence, and program audits. |
| RETAIN UNTIL: Grant ends |
PLUS: 7 years THEN: Destroy
| 9/14/23 | file cabinets, shared drive | Confidential | Essential Record | |
| EGLE - AQD | Air Quality Division | 37321 - | Air Quality Data Records (central office) | These records document air sample collection and analysis. They may include, but are not limited to, check lists, chain of custody forms, electronic or paper laboratory results, independent audit records, and summary reports of results. |
| RETAIN UNTIL: Date created |
PLUS: 10 years THEN: Destroy
| 9/14/23 | file cabinets, shared drive, Records Center | Public | Vital Record | |
| EGLE - AQD | Air Quality Division | 37322 - | State Implementation Plan (SIP) Files (central office) | These records document the development of general comprehensive plans for the control or abatement of existing air pollution, and for the control or prevention of any new air pollution. They may include, but may not be limited to, correspondence about EPA policies and state implementation plans for those areas that are not attaining the National Ambient Air Quality Standards, attainment designations, background on rule development, mobile source and transportation related issues, emission trading, miscellaneous rule development, litigation documents, and policy issues. |
| RETAIN UNTIL: Submitted plan is fully removed from the SIP |
PLUS: 25 years THEN: Destroy
| 9/14/23 | file cabinets, shared drive, Records Center | Public | Essential Record | |
| EGLE - AQD | Air Quality Division | 37323 - | Dispersion Modeling Reporting Records (central office) | These records document audits of modeling results. They may include, but may not be limited to, reports submitted by environmental consultants that document modeling results produced as part of air quality prevention of significant deterioration (PSD) determinations, regional or multi-state photochemical modeling, and simulating air quality improvement from the implementation of selected control measure strategies. |
| RETAIN UNTIL: Date created |
PLUS: 5 years THEN: Destroy
| 9/14/23 | shared drive | Public | Essential Record | |
| EGLE - AQD | Air Quality Division | 37324 - | Modeling Records (central office) | These records document the technical analysis of air use permit applications to evaluate air quality impacts. They may include, but may not be limited to, worksheets. |
| RETAIN UNTIL: Date created |
PLUS: 5 years THEN: Destroy
| 9/14/23 | shared drive | Public | Essential Record | |
| EGLE - AQD | Air Quality Division | 37326 - | Emission Inventory Reports and Records (central office) (supersedes item #37325) | These records document information that is collected during the development of stationary nonpoint and mobile source emission estimates. They may include, but may not be limited to, emission inventory reports, and supporting documentation. |
| RETAIN UNTIL: Date created |
PLUS: 15 years THEN: Destroy
| 9/14/23 | shared drive | Internal | Vital Record | |
| EGLE - AQD | Air Quality Division | 37327 - | Project Tracking System (PTS) Data (central office) | These records document the tracking of dispersion modeling information, and the status of work done on a permit and stack. They may include, but may not be limited to, permit number, State Registration Number, company data, consultant data, permit engineer's name, modeler assigned to the project, project status, priority, modeler's comments, map data, and stack parameters for a particular source. |
| RETAIN UNTIL: Emission source is no longer active |
THEN: Destroy
| 9/14/23 | PTS database | Internal | Essential Record | |
| EGLE - AQD | Air Quality Division | 37330 - | Chemical Criteria Data (CCD) (central office) | These records document criteria developed by all EGLE divisions about chemical-specific health-based risk assessment values. They may include, but may not be limited to, chemical names, screening levels, chemical abstract service numbers, and averaging times. |
| RETAIN UNTIL: Date created |
PLUS: 500 years THEN: Destroy
| 9/14/23 | shared drive | Internal | Vital Record | |
| EGLE - AQD | Air Quality Division | 37331 - | Air Toxics Monitoring Data (central office) | These records document air concentrations of air samples collected in Michigan since October 1987 to monitor changes to air toxics over time. They may include, but may not be limited to, sample location, date, chemical analyzed, geographic coordinates, street address, molecular weight, health-based screening level, annual summary data, special studies, and annual air quality reports. |
| RETAIN UNTIL: Date created |
PLUS: 100 years THEN: Destroy
| 9/14/23 | file cabinets, shared drive | Public | Vital Record | |
| EGLE - AQD | Air Quality Division | 37332 - | Plant Files (district offices) | These records document the compliance status of companies and air pollution control. They may include, but may not be limited to, permits to install (PTI), company reports, records, photographs, inspection reports, consultant reports, violation notices, and blueprints. |
Note: In accordance with the general schedule for non-record aterials, field notes and other draft documentation must only be maintained until a final document is signed. The final document will be retained for the full retention period.
RETAIN UNTIL: Date created PLUS: 20 years THEN: Destroy
| 9/14/23 | file cabinets, Records Center, shared drive, email, MACES database, Content Manager, MiEnviro database | Confidential | Essential Record | |
| EGLE - AQD | Air Quality Division | 37333 - | Air Pollution Tax Exemption Application Files (district offices) | These records document the evaluation of air pollution tax exemption applications (for facilities and equipment) when a request is received from the Department of Treasury. The tax exemptions are given to qualifying businesses for both state and federal taxes. They may include, but may not be limited to, applications, plans, specifications, and permits. |
| RETAIN UNTIL: Date created |
PLUS: 6 years THEN: Destroy
| 9/14/23 | file cabinets, network drive T: | Internal | Essential Record | |
| EGLE - AQD | Air Quality Division | 37334 - | Michigan Air Emission Reporting System (MAERS) - Paper Submissions (central office) | These records document annual reporting from designated commercial, industrial, and governmental sources of air contaminants. They may include, but may not be limited to, air pollution reporting forms. |
| RETAIN UNTIL: Date created |
PLUS: 8 years THEN: Destroy
| 9/14/23 | file cabinets, Content Manager (used by field staff) | Public | Essential Record | |
| EGLE - AQD | Air Quality Division | 37335 - | Michigan Air Emissions Reporting System (MAERS) Data (central office) | These records document annual reporting from designated commercial, industrial, and governmental sources of air contaminants. They may include, but may not be limited to, air pollution reporting forms. |
| RETAIN UNTIL: Date created |
PLUS: 50 years THEN: Destroy
| 9/14/23 | MAERS database | Public | Vital Record | |
| EGLE - AQD | Air Quality Division | 37343 - | Dry Cleaning Establishment Records and Data (central office) (supersedes item #37344) | These records document the inspection, approval, and licensing of Class I, II, III, and IV dry cleaning establishments (active and inactive). They may include, but may not be limited to, blueprints, field activity reports, correspondence, license applications, specifications for proposed dry cleaning and related equipment, validated cash receipts, inspection findings, payment history, licensing history, and transaction changes. |
| RETAIN UNTIL: Date created |
PLUS: 50 years THEN: Destroy
| 9/14/23 | file cabinets, Records Center, Content Manager, MiEnviro database | Internal | Vital Record | ||
| EGLE - AQD | Air Quality Division | 37347 - | Validated Cash Receipts Logs (central office) | These records document money that is received for license fees from by dry cleaning establishments. | RETAIN UNTIL: Date created |
PLUS: 5 years THEN: Destroy
| 9/14/23 | file cabinets | Internal | Essential Record | |
| EGLE - AQD | Air Quality Division | 37349 - | Portable Crusher Relocation Notices (district offices) | These records document the relocation of portable crushing units. They may include, but may not be limited to, notices. |
| RETAIN UNTIL: Date created |
PLUS: 5 years THEN: Destroy
| 9/14/23 | file cabinets, email, Content Manager, MiEnviro database | Public | Non-Essential Record | |
| EGLE - AQD | Air Quality Division | 37350 - | County Files (district offices) | These records document activity within each county serviced by the district office. They may include, but may not be limited to, complaints, complaint inspection reports, correspondence, and facilities that do not have air use permits or registration numbers. |
| RETAIN UNTIL: Date created |
PLUS: 10 years THEN: Destroy
| 9/14/23 | file cabinets, email, MACES database, Records Center, Content Manager, MiEnviro database | Confidential | Essential Record | |
| EGLE - AQD | Air Quality Division | 37351 - | Air Quality Monitoring Data | These records document air quality data that is collected at monitoring sites. Data may include, but may not be limited to, data collected, work done at the monitoring site, and assessments of the quality of the data collected. |
| RETAIN UNTIL: Date created |
PLUS: 100 years THEN: Destroy
| 9/14/23 | Envista database on shared drive | Public | Vital Record | |
| EGLE - AQD | Air Quality Division | 37352 - | Annual Air Quality Fee Program Records - Billable Estimates | These records document billable emissions estimates that are provided to facilities for the air quality fee program. They may include, but may not be limited to, estimates, outreach, and guidance. |
| RETAIN UNTIL: Date created |
PLUS: 25 years THEN: Destroy
| 9/14/23 | laptop, shared drive, MAERS database | Internal | Vital Record | |
| EGLE - AQD | Air Quality Division | 37353 - | Michigan Air Pollution Reporting (MAPR) Summary Report Data (central office) | These records document annual air emission summary information that was collected from facilities using the MAPR forms between 1990-1997. They may include, but may not be limited to, emission data establishment order, source data establishment order, business name, equipment code order, source data, and emission calculations. |
| RETAIN UNTIL: Date created |
PLUS: 50 years THEN: Destroy
| 9/14/23 | Access database, PDF files | Internal | Essential Record | |
| EGLE - AQD | Air Quality Division | 37354 - | Reporting Records (central and district offices) | These records document semi-annual and annual ROP certification and deviation reporting, emission tests conducted by the industry or the State of Michigan to quantify the emission of air pollutants from industrial sources, the certification of EGLE staff and industrial staff to visually quantify emissions (as opacity density) from air pollution sources, in accordance with state and federal regulations, continuing emission regulatory activities, emissions data from operating monitors and summaries of emissions which exceed allowed values. They may include, but may not be limited to, quarterly and annual reports, monitoring of sources, excess emission reports, monitor downtime reports, sampling reports, test results, and supporting documentation, certification test reports that quantify the emission levels of various pollutants, quality assurance files, and monitor audit files. |
| RETAIN UNTIL: Date created |
PLUS: 20 years THEN: Destroy
| 9/14/23 | file cabinets, Records Center, Content Manager, MiEnviro database | Public | Vital Record | |
| EGLE - AQD | Air Quality Division | 37355 - | Facility Planning Records (district offices) | These records document plans submitted for facilities. They may include, but many not be limited to, fugitive dust plans, malfunction abaterment plans, and preventative maintenance plans. |
| RETAIN UNTIL: Plant no longer operates, plan is replaced by updated version, or plan is no longer required |
THEN: Destroy
| 9/14/23 | file cabinets, Content Manager, MiEnviro database | Public | Vital Record | |
| EGLE - AQD | Air Quality Division | 37356 - | Enforcement Action Files (central office) (supersedes item #37305A) | These records document enforcement actions, including orders, decrees, and judgements that are issued against an individual or a plant. |
| RETAIN UNTIL: Plant no longer operates |
PLUS: 5 years THEN: Destroy
| 9/14/23 | file cabinets | Confidential | Vital Record | |
| EGLE - AQD | Air Quality Division | 37357 - | Air Quality Data Annual Reporting Records (supersedes item #37321A) | These records document annual summary reports of air sample collection and analysis activities. |
| RETAIN UNTIL: Date created |
PLUS: 10 years THEN: Transfer to the Archives of Michigan
| 9/14/23 | shared drive | Public | Vital Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 00000 - | Introduction | The Drinking Water and Environmental Health Division (DWEHD), is responsible for program areas that deal with Drinking Water, Environmental Health, Operator Certification and Training, Campgrounds, Swimming Pools, and On-Site Wastewater. |
EGLE - DWEHD Drinking Water and Environmental Health Division 37054 - Public Water Supply, Act 399 Program Support (supersedes item #25450) These records document the administration of the Act 399 program. They may include, but may not be limited to, policies, procedures, guidelines, regulations, and correspondence. (Applies to central program office). RETAIN UNTIL: Superseded by a new version THEN: Transfer to the Archives of Michigan
| 4/20/10 | shared drive, central office, SharePoint | Internal | Vital Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37055 - | Public Water Supply, Act 399 Water Supply Plans and Studies | These records document water supply plans and studies. They may include, but may not be limited to, general plans, reliability studies, emergency response plans, cross connection control programs, bacteriological sample siting plans, technical managerial financial capacity assessments, corrosion control studies, determinations of optimal corrosion control treatment and water quality parameters, decisions or determinations that a water supply must perform an assessment, and consultations with the department concerning the decision or determination related to these plans or studies. |
| RETAIN UNTIL: Superseded by a new version |
THEN: Destroy
| 4/20/10 | central office, district office, LHD | Internal | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37056 - | Public Water Supply, Act 399 Decisions and Determinations | These records document decisions and determinations of treatment and water supply status. They may include, but may not be limited to, decisions or determinations made by the department for a water supply relative to the supply's vulnerability status, the type of source water the water system uses (e.g., groundwater, surface water or groundwater under the direct influence of surface water), or its classification or category which determines what requirements it must meet (e.g., bin classification). They may also include: |
--Decisions or determinations made by the department for a water supply relative to alternative or interim treatment, alternative technologies, alternative processes, alternative monitoring locations, reduced frequencies, or alternate limits or levels, including supporting documentation and explanation of technical basis for decision.
--Decisions or determinations made by the department that multiple wells are considered one treatment plant.
--Decisions or determinations made by the department of disinfectants and disinfection by-products (DPB) other than chlorine, trihalomethanes, and haloacetic acids for which a water supply must monitor.
RETAIN UNTIL: Superseded by a new version PLUS: 1 year THEN: Destroy
| 4/20/10 | central office, shared drive, district offices, LHD | Internal | Essential Record | ||
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37058 - | Public Water Supply, Act 399 Variances and Exemptions | These records document variances and exemptions from drinking water rules. They may include, but may not be limited to, decisions, determinations, and supporting documents. | RETAIN UNTIL: Variance or exemption is no longer valid |
PLUS: 5 years THEN: Destroy
| 4/20/10 | central office, shared drive, district offices, district mailboxes, LHD | Internal | Essential Record | ||
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37059 - | Public Water Supply, Act 399 Microbial Monitoring Records | These records document microbial monitoring activities. They may include, but may not be limited to, analyses of microbiological, turbidity, and disinfection sampling documents. | RETAIN UNTIL: Date created |
PLUS: 3 years THEN: Destroy
| 10/20/20 | central office, shared drive, district offices and mailboxes, LHD | Internal | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37060 - | Public Water Supply, Act 399 Monthly Operation Report (MORs) (supersedes item #25458) | These records document MORs submitted by a water supply regarding the treatment system. They may include, but may not be limited to, MORs. |
| RETAIN UNTIL: Date created |
PLUS: 12 years THEN: Destroy
| 4/20/10 | central office, shared drive, district offices and mailboxes, Records Center, LHD | Internal | |||
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37061 - | Public Water Supply, Act 399 Nonmicrobial Monitoring Records (supersedes item #25460) | These records document nonmicrobial monitoring. They may include, but may not be limited to, analyses of sampling other than of microbiological, turbidity and disinfection, and certifications of water supply compliance with acrylamide and/or epichlorhydrin treatment requirements. | RETAIN UNTIL: Date created |
PLUS: 12 years THEN: Destroy
| 4/20/10 | Records Center, central office, district office, LHD | Internal | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37119 - | Wellogic Data | These records document data submitted by water well drilling and pump installation contractors about well drilling, pump installation, abandoned well plugging, or well dewatering. Data may include, but may not be limited to, the location of the well, permit number, owner of the well, well depth, well use, well casing information, static water level, pumping level, pump information, plugging information, name of drilling machine operator, and name of registered water well contractor. |
| RETAIN UNTIL: Date created |
PLUS: 500 years THEN: Transfer to the Archives of Michigan
| 10/20/20 | wellogic database | Internal | Essential Record | ||
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37120 - | Water Quality Data | These records document water laboratory testing data for water supplies in Michigan. Each water sample is documented independently and the samples date back to 1983. Data may include, but may not be limited to, sample collection name and address, sample collection methods, sample billing name and address, and results of chemical analysis. | RETAIN UNTIL: Testing is completed |
PLUS: 100 years THEN: Transfer to the Archives of Michigan
| 10/20/20 | Waterchem database | Internal | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37123 - | Contractor Records | These records document registrations of well drillers, pump installers, and dewatering well contractors, in accordance with Part 127, 1978 PA 368, as amended. They may include, but may not be limited to, registration and renewal applications, lists of equipment operated, and examination results. |
| RETAIN UNTIL: Registration expiration year end |
PLUS: 9 years THEN: Destroy
| 10/20/20 | Content Manager, Records Center, central office | Internal | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37124 - | Well Driller/Pump Installer Contractor Registration Data | These records document water well drillers, water well pump installers, and water well drilling equipment. They may include, but may not be limited to, annual contractor registrations, and equipment cards and reports. |
| RETAIN UNTIL: Date created |
PLUS: 500 years THEN: Transfer to the Archives of Michigan
| 10/20/20 | Wellogic database | Internal | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37125 - | Local Health Department Quarterly Report Data | These records document reporting by local health departments on a quarterly basis. They may include, but may not be limited to, number of well and onsite wastewater permits, number of final inspections, number of wells plugged in the private and type 3 program components, and parcels evaluated. |
| RETAIN UNTIL: Date created |
PLUS: 9 years THEN: Destroy
| 3/30/21 | Records Center, shared drive | Internal | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37126 - | Local Health Department Evaluation Data for Water and Wastewater Supplies | These records document the operational performance of local health department Noncommunity Public Water Supply, Private Type 3 well permit program components, and Onsite Wastewater Management. They may include, but may not be limited to, the results of the minimum program requirement (MPR) evaluations conducted by: (1) DWEHD staff; or (2) local health department (self-evaluation or assessment). For those local health departments NOT in compliance, there is a listing of the MPRs that were not met, and specific areas needing improvement, along with compliance plan submittal and approval dates. |
| RETAIN UNTIL: Date created |
PLUS: 9 years THEN: Destroy
| 10/20/20 | Content Manager, central office, shared drive | Internal | Essential Record | ||
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37129 - | Groundwater Contamination Site Investigation Files (supersedes item #25379) | These records document site investigations of groundwater contamination. They are used for cost recovery and to monitor groundwater quality in accordance with Part 201, 1994 PA 451, as amended. They may include, but may not be limited to, correspondence, water supply laboratory reports, monitoring and hydro geologic reports, and supporting documentation. | RETAIN UNTIL: DWEHD site investigation is closed |
PLUS: 30 years THEN: Destroy
| 12/20/11 | Content Manager, Records Center, central office | Internal | Essential Record | ||
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37130 - | Groundwater Contamination Investigation Contract Records (supersedes item #25380) | These records document contamination sites as defined under Part 201, 1994 PA 451, as amended. They may include, but may not be limited to financial statements, contracts, approval letters, and supporting documentation. | RETAIN UNTIL: DWEHD site investigation is closed |
PLUS: 30 years THEN: Destroy
| 12/20/11 | Records Center, central office, Content Manager | Internal | Essential Record | ||
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37131 - | Groundwater Contamination Site Monitoring Report (supersedes item #25381) | These records document water well locations. They may include, but may not be limited to, names, addresses, types of analysis required, and the collection frequency. | RETAIN UNTIL: Date created |
PLUS: 10 years THEN: Destroy
| 4/20/10 | Records Center, central office | Internal | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37132 - | Drinking Water Quality Data | These records document water quality from drinking water wells located adjacent to sites of environmental contamination. Each record in the database contains information about a single water sample received. They may include, but may not be limited to, sample collection name and address, sample collection methods, and results of chemical analysis. |
| RETAIN UNTIL: Date created |
PLUS: 100 years THEN: Transfer to the Archives of Michigan
| 10/20/20 | Groundwater Contamination Tracking System (GCTS) | Internal | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37133 - | Water Supply Annual Fees (supersedes item #25383) | These records document annual fees that are charged to owners of all community and noncommunity water supplies. These funds are collected by EGLE to support community and noncommunity drinking water program activities. They may include, but may not be limited to, invoices, cover letters, and fee schedules. |
| RETAIN UNTIL: Date created |
PLUS: 5 years THEN: Destroy
| 4/20/10 | central office, SIGMA | Internal | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37135 - | Water Haulers Records | These records document a water hauler's initial registration (inventory) information, as well as on-site visits made by the department. They may include, but may not be limited to, inspections of water hauling tanks or containers, licensing and certification information, source of water, water hauling customers, license numbers, and water tank or container capacity. |
| RETAIN UNTIL: Water hauler's business dissolves |
PLUS: 10 years THEN: Destroy
| 10/20/20 | Records Center, shared drive, central office | Public | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37136 - | Water Haulers Data | These records document information received from water haulers during the annual license renewal process. They may include, but may not be limited to, license and certification information, license numbers, and water source information. |
| RETAIN UNTIL: Date received |
PLUS: 10 years THEN: Transfer to the Archives of Michigan
| 10/20/20 | shared drive, central office | Public | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37138 - | Bottled Water Source Data (supersedes item #37137) | These records document in-state bottled water source approvals for use in the state of Michigan. |
| RETAIN UNTIL: Bottling operation ceases |
PLUS: 10 years THEN: Transfer to the Archives of Michigan
| 10/20/20 | shared drive | Public | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37139 - | Source Water Assessment Records | These records document source water protection activities. They may include, but may not be limited to, maps, site delineation reports on public water supplies, source water assessment vulnerability scores, correspondence, and reports. |
| RETAIN UNTIL: New assessment is completed |
PLUS: 10 years THEN: Destroy
| 10/20/20 | central office, district offices, LHD, source water protection database | Public | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37140 - | Wellhead and Surface Water Protection Records | These records document the results of wellhead and surface water protection efforts. They may include, but may not be limited to, results of tritium sampling, delination records, wellhead protection programs, and source water protection programs. |
| RETAIN UNTIL: Water supply no longer exists |
PLUS: 10 years THEN: Destroy
| 10/20/20 | Records Center | Internal | Non-Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37141 - | Wellhead Protection Grant Data | These records document wellhead protection grants that are given to communities. They may include, but may not be limited to, applications, and awards. |
| RETAIN UNTIL: Grant is closed out |
PLUS: 10 years THEN: Destroy
| 10/20/20 | Internal | Non-Essential Record | ||
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37142 - | Manufactured Housing Community Historical Program Data | These records document licensed mobile home parks, including Type I water and on-site sewage systems. Data may include, but may not be limited to, current inspection data of on-site water systems and sewage systems, and supporting data. |
| RETAIN UNTIL: Michigan no longer has manufactured housing communities |
PLUS: 5 years THEN: Destroy
| 10/20/20 | central office (CDs, DVDs, microfilm), basement | Internal | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37143 - | Campground Approved Plans (supersedes item #37144 - 37145) | These records document licensing and approved plans for campgrounds. They may include, but may not be limited to, blueprints and schematics. |
| RETAIN UNTIL: Campground is demolished |
PLUS: 5 years THEN: Destroy
| 10/20/20 | file cabients, microfilm, Content Manager, CDs/DVDs, central office, Marquette | Internal | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37147 - | Campground Files (supersedes item #37146) | These records document the review and approval of campground facilities. They may include, but may not be limited to, correspondence, history of construction, construction permits, agreements, license applications, complaints, legal documents, and operation and maintenance manuals. |
| RETAIN UNTIL: Campground is demolished |
PLUS: 5 years THEN: Destroy
| 10/20/20 | Content Manager, shared drive, file cabinets, disks, central office, Marquette | Internal | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37148 - | Campground Data | These records document licensed campgrounds. Data may include, but may not be limited to, names, contact information, license number, inspection data, fee information, activity dates, permit information, and design and construction information. |
| RETAIN UNTIL: Date created |
PLUS: 5 years THEN: Destroy
| 10/20/20 | campgrounds database | Internal | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37149 - | Subdivision, Condominium, and Land Division Files | These records document whether subdivisions, condominium projects, and land divisions using 1. onsite water wells and/or onsite wastewater systems, or, 2. utilizing sewerage facilities, subsurface systems up to 10,000 GPD, and/or privately owned public water supply systems, meet certain specifications applicable regulations. They may include, but may not be limited to, notices of intent, plat maps, soil surveys, correspondence, site reports, water well records, hydrological reports, engineering plans and reports, master deeds, violations, copies of advisories and restrictions, variances, and other legal documents. |
| RETAIN UNTIL: Final disposition or last activity date |
PLUS: 15 years THEN: Destroy
| 3/30/21 | email, shared drive, central office, Marquette office | Public | Non-Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37150 - | Onsite Wastewater, Private, and Type 3 Water Well Files | These records document private and Type 3 water and onsite wastewater systems. They may include, but may not be limited to, correspondence, field reports, legal documents, engineering plans, technical assistance provided to local health departments, and final disposition. |
| RETAIN UNTIL: Final Disposition or Last Activity Date |
PLUS: 15 years THEN: Destroy
| 3/30/21 | email, shared drive, central office, Marquette, LHDs | Internal | Non-Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37151 - | Sewage and Water Well Product Review Files | These records document the review or certification of different types of proprietary products for sewage projects and water well components. They may include, but may not be limited to, correspondence, lab reports, approval memos/lists, original product documents, and corresponding product review letters. |
| RETAIN UNTIL: No longer certified |
PLUS: 30 years THEN: Destroy
| 10/20/20 | email, shared drive, file cabinets in central office | Public | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37152 - | Public Swimming Pool Approved Plan Files (supersedes item #37153-37154) | These records document the review and approval of permits for public swimming pool facilities. They may include, but may not be limited to, blueprints, schematics, variances, and blueline prints. |
| RETAIN UNTIL: Pool is demolished |
PLUS: 5 years THEN: Destroy
| 10/20/20 | Content Manager, shared drive, file cabinets, microfilm, CDs/DVDs, central office, Marquette office, | Public | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37155 - | Public Swimming Pool Specification Files | These records document the review and approval of public swimming pool facilities. They may include, but may not be limited to, supporting documentation that are submitted with the blueprints, such as samples of finished material. |
| RETAIN UNTIL: Permit expires, or initial pool construction inspection is completed |
PLUS: 1 year THEN: Destroy
| 10/20/20 | central office: paper and electronic | Public | Non-Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37167 - | Public Swimming Pool Construction Permits (supersedes item #25423) | These records document permits issued for the construction of public and institution pools. |
| RETAIN UNTIL: Permit is no longer in effect |
THEN: Destroy
| 4/20/10 | shared drive | Public | Non-Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37168 - | Public Swimming Pool Files | These records document the operation, maintenance and design of public swimming pools. They may include, but may not be limited to, equipment change history, and supporting documentation. |
| RETAIN UNTIL: Swimming pool is demolished |
THEN: Destroy
| 10/20/20 | Shared drive, Content Manager | Internal | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37169 - | Public Swimming Pool Data | These records document licensed public swimming pools. Data may include, but may not be limited to, name, address, phone number, establishment location, mailing location, owner, transactions relating to operating permits (i.e., cash receipts, date issued, conditions), construction permits, and inspections. |
| RETAIN UNTIL: Date created |
PLUS: 5 years THEN: Destroy
| 10/20/20 | pool database | Internal | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37171 - | Water Well Log Records | These records document water well construction and location characteristics for well drilling, pump installation, abandoned well plugging, or well dewatering. They may include, but may not by limited to, depth of the ground water, location of the well, owner of the well, and the type of formation that was penetrated upon drilling the well. |
| RETAIN UNTIL: Data is entered into Wellogic and QA/QC is completed |
THEN: Destroy
| 10/20/20 | central office, LHD | Public | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37597 - | Construction Plans (Act 399) (supersedes item #37598 - 37600) | These records document construction permits that are issued per Act 399. They may include, but may not be limited to, plans, permit applications, specifications, issued permits, and supporting documentation. |
| RETAIN UNTIL: Date created |
PLUS: 50 years THEN: Destroy
| 10/20/20 | district offices, Records Center | Confidential | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37601 - | Engineering Reports for Water Systems (Act 399) | These records document planning and design review activities. They may include, but may not be limited to, basis of design reports, project plans, and other engineering reports. |
| RETAIN UNTIL: Replaced by a new version |
PLUS: 10 years THEN: Destroy
| 10/20/20 | district office, records center | Internal | Essential Record | ||
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37602 - | WaterTrack - Noncommunity Water Supply Data | These records document inventory management and compliance tracking for the Noncommunity Water Supply Program. Local health departments access the database online to update inventory information, generate violation records, and document follow-up and enforcement activities. | RETAIN UNTIL: Replaced by SDWIS (see item #37636) |
THEN: Destroy
| 10/20/20 | WaterTrack database | Internal | Vital Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37604 - | Drinking Water Operator Certification Files (supersedes item #37165) | These records document the certification of public water supply program operators. Certifications are issued on a three-year renewal cycle. They may include, but may not be limited to, applications, previous examinations, certification number, examination scores, date of written examination, correspondence, and training documents. |
| RETAIN UNTIL: Operator is no longer certified |
PLUS: 6 years THEN: Destroy
| 10/20/20 | OTCT database, content manager, Records Center | Confidential | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37605 - | Septage Hauler and Vehicle Licenses | These records document the licensing of domestic septage haulers and vehicles. Hauler and vehicle licenses are issued on a five-year cycle. They may include, but may not be limited to, correspondence, inspection reports, license applications, licenses, credentials, checklists, insurance documents, and vehicle registrations. |
| RETAIN UNTIL: License expires |
PLUS: 2 years THEN: Destroy
| 9/30/15 | Content Manager, shared drive | Internal | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37630 - | Drinking Water Operator Certification Exam Materials | These records document the certification exams for drinking water operators. They may include, but may not be limited to, annual exams, decisions, and scoring records. |
| RETAIN UNTIL: Date created |
PLUS: 12 years THEN: Destroy
| 10/20/20 | file cabinets | Confidential | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37631 - | Drinking Water Operator Certification Exam Question Bank | These records document the questions that are used to create certification exams. They may include, but may not be limited to, questions and answers used to create exams. |
| RETAIN UNTIL: Replaced by a new question or deemed obsolete |
PLUS: 12 years THEN: Destroy
| 10/20/20 | ParTest database | Confidential | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37632 - | Drinking Water Operator Continuing Education Course Approval Records | These records document the approval and maintenance of continuing education courses for drinking water operators. They may include, but may not be limited to, course applications, course renewals, and correspondance. |
| RETAIN UNTIL: Course is no longer approved |
PLUS: 6 years THEN: Destroy
| 10/20/20 | shared drive, OTCTS database, file cabinets | Internal | Essential Record | |
| EGLE - DWEHD | Drinking Water and Environmental Health Division | 37633 - | Authorization Files | These records document regulatory, statutory, and/or federal authorization to administer programs. They may include, but may not be limited to, correspondence, and approvals. |
| RETAIN UNTIL: State of Michigan's program is no longer authorized |
THEN: Destroy
| 10/20/20 | central office | Internal | Essential Record |
This is the start of the file's text. The full file is on GovTribe.
File details come from the government source that posted it. Updated .