Accessioning Electronic Records

When submitting permanent electronic and special format records to the National Archives for accessioning, please include the following information:

General information:

Volume and date span
Creating organization
Description of records
Access issues (PII, CUI)
Can the records meet NARA transfer requirements / guidance when eligible for transfer? (i.e. 36 CFR 1235, AC guidance products) If no, what format are the records maintained in?)

Specific information for electronic textual records / email:

Is the recordkeeping copy currently maintained electronically or in paper?
Are the records stored in an electronic recordkeeping system?
Does the agency maintain finding aids or indexes to the electronic textual records? (index to PDFs / correspondence)

Specific information for databases:

Does the description address the content of the database, versus describing system functionality?
Is the database documentation readily available?
If the database files are restricted, can the agency produce a public use version?
Does the database serve as an index to another permanent series?

Specific information for geospatial data or digital maps:

Additional information can be found on the Transfer of Electronic Records page.

Please email Etransfers@nara.gov with any accessioning questions.

Updated: February 14, 2012