What are the steps to physically transfer permanent electronic records to NARA, and what forms and metadata are required?

Transferring permanent electronic records to the National Archives (NARA) is a structured process. Once records reach the end of their agency retention period under an approved schedule, legal custody passes to NARA, but the agency remains responsible for preparing records correctly so they can be preserved and made accessible over time.

Confirm the records are eligible

Transfer applies only to records appraised as permanent on an approved records schedule (an agency-specific schedule or the General Records Schedules). Verify the disposition authority, confirm the records are eligible for transfer based on age or event triggers, and resolve any access restrictions, classification, or privacy concerns before initiating transfer.

Initiate the transfer request

Agencies coordinate transfers with NARA, typically through NARA’s electronic records services. The process generally includes:

• Submitting a transfer request that identifies the records, the disposition authority, and volume.
• Receiving authorization and instructions from NARA before transmitting any files.
• Transferring the records through NARA’s approved electronic transfer methods rather than ad hoc means.

Use approved formats

NARA maintains guidance on acceptable file formats for transfer (for example, sustainable, well-documented formats for text, images, audio, video, datasets, and email). Using preferred or acceptable formats reduces the risk that records become unreadable as technology changes. Check NARA’s current format guidance before converting or exporting records.

Supply required metadata

Electronic records must arrive with descriptive and technical metadata so they remain identifiable and usable. Commonly required elements include:

• Descriptive information: title, description, date ranges, and the originating organization.
• Provenance and arrangement: how records were organized and the series they belong to.
• Disposition authority: the schedule item authorizing permanent retention.
• Technical metadata: file format, and where applicable, fixity/checksum values, restrictions, and any redaction or classification markings.

Validate and confirm

Before and after transfer, validate that files are complete, uncorrupted, and free of viruses, and confirm metadata accuracy. NARA verifies the transfer and notifies the agency once records are accepted.

Because NARA periodically updates its transfer methods, format lists, and metadata requirements, always consult NARA’s current records management guidance for the exact forms, fields, and procedures in effect. For related material, see the federal records topic hub.