When does a federal agency transfer permanent records to NARA?

Federal agencies do not transfer permanent records to the National Archives and Records Administration (NARA) on a single fixed deadline. Instead, the timing is set by each record series’ approved records schedule, which specifies how long the agency keeps the records and when legal custody moves to NARA for permanent preservation.

What drives the timing

Every federal record is covered by a disposition authority — either an agency-specific schedule or a government-wide General Records Schedule (GRS). For records designated permanent, the schedule states a retention period the agency must observe before transfer. A common pattern is that records are eligible to move to NARA’s legal custody after a set number of years from when the file is closed or cut off, often once they are no longer needed for active agency business.

Until that point, the agency retains the records (frequently in a Federal Records Center for storage), but the records remain in the agency’s legal custody. Transfer to NARA changes that custody and makes the records part of the permanent holdings of the United States.

General principles

• Schedule-driven, not calendar-driven. The trigger is the disposition instruction approved for that series, not a universal date.
• Eligibility before transfer. Records become eligible at the age stated in the schedule; agencies then coordinate the actual transfer with NARA.
• Format matters. Permanent electronic records must meet NARA’s transfer standards (acceptable formats and metadata) so they can be preserved and made accessible over time.
• Temporary records are different. Only records appraised as permanent are transferred to NARA; temporary records are destroyed under their own approved schedules.

In practice

An agency identifies which series are permanent, tracks each series’ cutoff and retention period, and initiates transfer once records reach the eligibility point defined in the schedule. Coordination with NARA confirms the transfer method, format, and documentation. Following the approved schedule is what keeps the process compliant and ensures permanently valuable records survive for future access.

For a broader overview of federal recordkeeping obligations, see the federal records topic hub.