What are the steps to transfer permanently valuable classified records to the National Archives?

Transferring permanently valuable classified records to the National Archives is a structured, multi-step process. Records that hold enduring historical, legal, or research value are eventually moved from the originating agency to the National Archives, where they are preserved and, over time, reviewed for declassification. Classification status does not change the obligation to preserve permanent records; it adds safeguarding requirements to each step.

Confirm the Records Are Permanent

The first step is verifying that the records are scheduled as permanent under an approved records schedule. Agencies appraise records and document their disposition in a schedule reviewed by the National Archives. Only records designated permanent are eligible for accession into the National Archives; temporary records remain with the agency until their authorized destruction date.

Prepare and Safeguard the Records

Before transfer, agencies organize, describe, and inventory the records so they can be located and understood later. Classified materials must be handled according to their classification level throughout this process, including secure storage, controlled access, and proper marking. Agencies typically confirm that classification and any control markings are accurate and that no records are improperly commingled.

Coordinate the Transfer With NARA

Transfers of classified records are coordinated directly with the National Archives, which maintains facilities and personnel cleared to receive and store classified holdings. Key actions generally include:

• Notifying and scheduling the transfer with the appropriate National Archives unit.
• Documenting the contents, classification levels, and any access restrictions.
• Using approved secure methods to physically or electronically move the records.

The originating agency remains responsible for the records until the National Archives formally accepts custody.

Ongoing Declassification Review

Once transferred, classified records do not automatically become public. They remain protected and are reviewed for declassification over time through processes such as automatic, systematic, and mandatory declassification review. The Information Security Oversight Office oversees the government-wide classification and declassification system, helping ensure that records are eventually opened to the public when no longer requiring protection.

Why This Matters

A disciplined transfer process protects national security information while preserving the documentary record of government activity. It ensures that records of lasting value survive, stay accessible to future researchers, and move predictably toward public release when appropriate.