36 C.F.R. § 1228.154 What requirements must an agency meet when it transfers records to a records storage facility?
Title 36 - Parks, Forests, and Public Property
An agency must meet the following requirements when it transfers records to a records storage facility: (a) Ensure that the requirements of subpart K of this part are met. Special attention must be paid to ensuring appropriate storage conditions for records on non-paper based media (e.g., film, audio tape, magnetic tape), especially those that are scheduled for long-term or permanent retention, as those records typically require more stringent environmental controls (see 36 CFR parts 1230 through 1234). (b) To transfer unscheduled records, notify NARA (NWML) in writing prior to the transfer. The notification must identify the records storage facility and include a copy of the information required by paragraph (c) of this section. (c) Create documentation sufficient to identify and locate files. (1) Such documentation must include for each individual records series spanning one or more consecutive years transferred to storage: (i) Creating office; (ii) Series title; (iii) Description (in the case of permanent or unscheduled records, the description must include a folder title list of the box contents or equivalent detailed records description); (iv) Date span; (v) Physical form and medium of records (e.g., paper, motion picture film, sound recordings, photographs or digital images); (vi) Volume; (vii) Citation to NARA-approved schedule or agency records disposition manual (unscheduled records must cite the date the agency notified NARA or, if available, the date the SF 115 was submitted to NARA); (viii) Restrictions on access if applicable; (ix) Disposition (“permanent,” “temporary,” or “unscheduled; SF 115 pending”); (x) Date of disposition action (transfer to the National Archives of the United States or destruction); (xi) Physical location, including name and address of facility; and (xii) Control number or identifier used to track records. (2) In the case of permanent and unscheduled records, provide copies of such documentation to NARA and advise NARA in writing of the new location whenever the records are moved to a new storage facility. (d) Ensure that NARA-approved retention periods are implemented properly and that records documenting final disposition actions (destruction or transfer to the National Archives of the United States) are created and maintained as required by 36 CFR 1220.36. (1) Retain temporary records until the expiration of their NARA-approved retention period and no longer, except as provided for in §1228.54. (2) Transfer permanent records to the National Archives of the United States in accordance with §1228.260. (e) Provide access to appropriate NARA staff to records wherever they are located in order to conduct an evaluation in accordance with 36 CFR 1220.50 or to process a request for records disposition authority. (f) Move temporary records that are subsequently reappraised as permanent to a facility that meets the environmental control requirements for permanent records in §1228.232 within one year of their re-appraisal, if not already in such a facility. (Paper-based permanent records in an existing records storage facility that does not meet the environmental control requirements in §1228.232(b) on October 1, 2009, must be moved from that facility no later than February 28, 2010.) [64 FR 67665, Dec. 2, 1999, as amended at 69 FR 74977, Dec. 15, 2004]
Title 36: Parks, Forests, and Public Property
PART 1228—DISPOSITION OF FEDERAL RECORDS
Subpart I—Transfer of Records to Records Storage Facilities
§ 1228.154 What requirements must an agency meet when it transfers records to a records storage facility?
