How do you prepare permanent records for transfer to an archives or NARA?

Transferring permanent records is the final step in a record’s lifecycle, moving materials of enduring value out of active custody and into the care of an archives. For U.S. federal agencies, that destination is often the National Archives and Records Administration (NARA). Good preparation protects the records and ensures they remain usable for future generations.

Confirm the records are eligible to transfer

Only records appraised as permanent should be transferred, and usually only when their approved retention period for agency custody has elapsed.

• Verify the disposition authority on your approved records schedule (such as an agency schedule or a General Records Schedule).
• Confirm the transfer date or trigger has been met.
• Separate any temporary, duplicate, or non-record materials so they are not transferred by mistake.

Organize and describe the records

Archives rely on context, so arrangement and documentation matter as much as the content itself.

• Keep records in their original order and filing structure whenever possible.
• Prepare an inventory or box list describing series, date ranges, and volume.
• Capture essential metadata: creator, function, file titles, and any access restrictions.
• Flag records containing sensitive information (for example, privacy-protected or classified content) so the receiving archives can handle them appropriately.

Prepare the physical or digital materials

For paper and physical media:

• Remove rubber bands, sticky notes, and rusting fasteners that cause damage over time.
• Use stable, archival-quality boxes and folders, and label them consistently.

For electronic records:

• Transfer records in stable, well-documented formats and include the metadata that preserves meaning and authenticity.
• Verify file integrity (for instance, with checksums) and ensure media or transfer files are complete and readable.

Digital materials need ongoing management to remain accessible as technology changes, which is why sound formats and documentation are emphasized at transfer.

Coordinate the transfer

Contact the receiving archives early. NARA and many institutions have specific procedures, forms, and packaging requirements, and they may schedule transfers in advance. Following those instructions precisely avoids rejected shipments and delays.

For deeper guidance on appraisal, formats, and long-term care, explore the archives and preservation topic hub.