How to Request Your Records
There are two primary ways to request your records for reference from the Great Lakes Region Federal Records Centers (FRC).
Select the method that applies to your situation:
- Frequent Requests
Use our electronic retrieval service, Centers Information Processing System (CIPS), if you plan to make numerous or frequent requests. It is entirely automated and your reference requests arrive at the FRC online. - Infrequent Requests
Use the Reference Request Form if you have infrequent need of reference services.
We Ship Your Records to You
If your office is in the metropolitan Chicago area, records can be brought to you via our Metro Courier Service.
Unless you instruct us differently, your records will be returned via U.S. Postal Service or UPS. If you would like to have your records delivered by overnight express courier, please provide an account number to which shipping can be billed.
Reference Request Form
Use the Reference Request Form, Optional Form 11, if you have infrequent need of reference services. Follow these instructions:
Prepare Optional Form 11
- Use a separate form for each folder or box requested. Two or more contiguous file items, folders, or cartons may be treated as one item and can be requested on one form. (Photocopies of the form are acceptable.)
- Include the transfer number, agency box number, and the FRC location number of the first box of the transfer. If you need only one or a few files within a box, be sure to identify those in the "Remarks" section.
- Be sure to identify yourself: name, street address (no P.O. boxes, please!), phone number, and e-mail address so that we know where to send the records and can contact you if we have questions.
The hard-copy OF-11 is a three-part form. The first part (white) is used to service the request. It remains with the file until returned for refiling. You should keep the second part (pink) for your own tracking purposes. The third part (beige) is placed on the FRC shelf as a charge out for the file/box until it is returned and refiled. Note: all parts of the online OF-11 are white. Contact GSA's Customer Supply Service to order tri-part OF-11 forms.
How and Where to Send Form
You can submit your Optional Form 11 to us in several ways, including mail, fax, and e-mail. Select which FRC you are contacting: Chicago | Dayton | Kingsridge
- U.S. Postal Service, Chicago Metro Courier Service, or Commercial Courier Service
Chicago Federal Records Center - NARA
7358 S. Pulaski Road
Chicago, IL 60629-5898 - E-mail as an attachment to: chicago.reference@nara.gov
- Fax general reference requests to: 312-886-7886, Attention: Tim Polacek.
- Fax Congressional/FOIA reference requests to: 312-886-7886, Attention: Jimmie Greenlee or Pamela Wegner.
- Fax emergency reference requests (except Congressional/FOIA) to: 312-886-7886, Attention: Tim Polacek.
- U.S. Postal Service or Commercial Courier Service
Dayton Federal Records Center - NARA
3150 Springboro Road
Dayton, OH 45439 - E-mail as an attachment to: dayton.reference@nara.gov
- Fax: 937-425-0646
- U.S. Postal Service, Chicago Metro Courier Service, or Commercial Courier Service
Kingsridge Federal Records Center - NARA
8801 Kingsridge Drive
Dayton, OH 45458 - E-mail as an attachment to: kingsridge.reference@nara.gov
- Fax general reference requests to: 937-425-0650
- Fax Congressional/FOIA/emergency reference requests to: 937-425-0650, Attention: Lloyd Mitchell.
Three Important Notes
- Regardless of the method employed for requesting records, if records are being requested under the provision of the Freedom of Information Act, the Privacy Act, or due to congressional interest, make a notation to that effect in the "Remarks" section of the Optional Form-11 to ensure proper handling.
- Agencies participating in Stratified Report Invoicing must include a caret (ˆ) followed by a valid, legible two-digit charge code encircled on the top right front of every request. Agencies who use CIPS can request to have their charge code as part of their shipping address.
- Questions about Stratified Report Invoicing can be addressed to FRC Director Pamela Wegner by e-mail or at 773-948-9007.
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