How do you transfer permanent records to NARA, and what are the steps?

Permanent records are those determined to have enduring value to the nation. When their period of agency use ends, federal agencies transfer legal custody of these records to the National Archives and Records Administration (NARA), where they are preserved and eventually made available to researchers and the public. The transfer process is governed by an agency’s approved records schedules and by NARA guidance.

Confirm the Records Are Permanent and Eligible

Begin by verifying disposition. A record is transferred only when an approved records schedule — either an agency-specific schedule or a NARA General Records Schedule — designates it as permanent and specifies a transfer trigger. Confirm that any required holding period has elapsed and that the records are no longer needed for active business, litigation holds, or pending FOIA requests.

Prepare and Organize the Records

Once eligibility is confirmed, prepare the records for accessioning:

• Arrange records in their established order and remove any non-record or temporary material.
• Verify that file organization, labeling, and box contents match the schedule and inventory.
• For electronic records, ensure files are in formats NARA accepts and are accompanied by required metadata. NARA generally expects electronic transfers rather than paper for born-digital records.

Coordinate the Transfer With NARA

Agencies typically initiate transfer through NARA’s electronic systems and document the action with a transfer request that references the relevant schedule and disposition authority. NARA reviews the request, and once approved, legal custody passes from the agency to NARA. Keep documentation of the transfer for accountability.

Verify and Close Out

After transfer, confirm that NARA has acknowledged receipt and that your agency’s recordkeeping system reflects the change in custody. Update inventories so the records are no longer shown as agency holdings, and retain proof of the completed transfer.

Practical Tips

• Plan transfers well before the disposition date; coordination can take time.
• Maintain a clear audit trail linking each transfer to its disposition authority.
• Treat permanent electronic records with the same care as paper, ensuring formats remain accessible.

Following an approved schedule and NARA’s procedures keeps the process defensible and ensures records of enduring value are preserved. For related concepts, see the retention and disposition topic hub.