What does a NARA records management inspection check for in an archives or preservation program?

A National Archives and Records Administration (NARA) inspection examines whether a federal agency is managing its records in compliance with federal law and NARA regulations. When the focus touches an archives or preservation program, inspectors look beyond paperwork to whether records of enduring value are actually identified, protected, and on a path to either authorized destruction or transfer to the National Archives.

Governance and accountability

Inspectors first check that the program has a foundation:

• A designated senior agency official and records officer with clear responsibility.
• Current, approved records management policies and directives.
• Evidence that staff receive records management training.
• Internal controls and self-assessments that the agency uses to monitor its own compliance.

This establishes whether good outcomes are the result of a managed program rather than chance.

Scheduling and disposition

A central question is whether all records are covered by approved disposition authorities, such as agency-specific schedules or the General Records Schedules. Inspectors verify that records eligible for permanent retention are flagged for transfer to the National Archives, that temporary records are destroyed only when authorized, and that nothing of archival value is being lost through neglect or premature destruction.

Storage, preservation, and integrity

For the preservation dimension, inspections assess the conditions and controls that keep records usable and authentic over time:

• Physical storage that meets environmental and security standards for the media involved.
• Protection against deterioration, loss, tampering, or unauthorized access.
• For electronic and digitized records, whether formats, metadata, and migration practices keep them retrievable and trustworthy for as long as required, including permanently for archival material.

Access and recordkeeping completeness

Finally, inspectors look at whether records can be located and retrieved to support agency business and public-access obligations, and whether complete records are being made and kept in the first place. Gaps here often signal deeper program weaknesses.

The result of an inspection is typically a report with findings and recommendations the agency is expected to act on. The goal is corrective and educational rather than punitive: to ensure that records, especially those destined for long-term preservation, remain authentic, accessible, and properly accounted for.

For related guidance, see the archives and preservation topic hub.