What is a federal Agency Records Officer and what are they responsible for?

A federal Agency Records Officer (ARO) is the senior official a federal agency designates to lead its records management program. The role is a requirement of federal law and policy: every agency must appoint someone accountable for ensuring that records are created, maintained, and disposed of according to statute and the standards issued by the National Archives and Records Administration (NARA). The ARO serves as the agency’s primary point of contact with NARA on records matters.

Core Responsibilities

The ARO oversees the lifecycle of agency records — from creation through final disposition. Typical duties include:

• Program leadership — Establishing agency records management policy, directives, and procedures, and ensuring they align with federal law and NARA guidance.
• Records scheduling — Developing, submitting, and maintaining records retention schedules so that records are kept for the required period and then either destroyed or transferred to the National Archives. This work draws on agency-specific schedules and NARA’s General Records Schedules.
• Disposition — Ensuring records are not destroyed prematurely and that permanent records are eventually transferred to the National Archives for preservation.
• Training and guidance — Educating staff on their recordkeeping obligations and what constitutes a federal record.
• Compliance and oversight — Monitoring the program, responding to NARA reporting requirements, and helping the agency address risks such as unauthorized destruction or unmanaged electronic records.

Why the Role Matters

Federal records document the work of government — decisions, transactions, and the rights and obligations of citizens. A strong records program supports transparency mechanisms such as the Freedom of Information Act, protects information covered by the Privacy Act, and preserves materials of enduring historical value.

Because so much agency information is now electronic, AROs increasingly focus on managing email, digital records, and systems in ways that keep records authentic, findable, and properly retained over time.

Where the Role Sits

The ARO generally works closely with the Chief Information Officer, general counsel, FOIA and privacy officers, and program offices. While the ARO leads the program, recordkeeping is a shared responsibility: every employee who creates or handles federal records plays a part.

For more on federal recordkeeping obligations and related roles, see the federal records topic hub.