Records Storage Standards Toolkit
The National Archives and Records Administration (NARA) will soon make available the Records Storage Facility Standards Toolkit. The Toolkit will provide the information needed by Records Officers to verify that a facility meets the required storage standards. The Toolkit will exist as a hard copy toolkit package and on this web site. Currently under development, the Toolkit will be available by September 2008.
The regulations governing records storage facilities are found in 36 CFR 1228, Subpart K, Facility Standards for Records Storage Facilities.
Here is an advance look at some of the content we envision to be part of the Toolkit. We invite comments from the Records Officer community as we continue developing the Toolkit. We look forward to your feedback.
What are records storage facility standards?
Records storage facility standards are physical building requirements that must
be met before Federal records are stored in the facility. NARA regulations at
36 CFR 1228, Subpart K prescribe specific facility standards for the storage
of Federal records. The standards were issued in 1999, they were modified effective
September 28, 2005, and they become more stringent for existing facilities on
October 1, 2009.
Why are the standards necessary?
The standards ensure that Federal records are available for the duration of
their scheduled lives to support agency business needs and to: (1) provide essential
documentation of Federal Government policies and transactions; (2) protect citizen
rights and assure government accountability; and (3) document the national experience.
As an agency Records Officer, what do I do to make sure I use a records storage facility that complies with 36 CFR 1228, Subpart K?
Federal Records Officers are responsible for ensuring that Federal records
are stored in compliance with standards found at 36 CFR 1228, Subpart K. The
Toolkit will provide the resources needed by Federal Records Officers who
must verify to NARA that the records storage standards are met.
- If your agency stores records in a NARA Federal Records Center,
it is NARA's responsibility to ensure the facility meets the standards.
- If your agency desires to store records in an agency-operated records
center, the facility must first be approved by NARA before storing
records in it. The Toolkit will detail the documentation required.
- If your agency plans to build a records center, NARA can
provide design and construction guidance at no cost.
- If your agency stores records in a commercial records storage facility,
you must verify the facility meets the storage standards by sending documentation
to NARA.
- If your agency stores records within your agency office space, and the volume of records is less than 25,000 cubic feet, you do not have to provide any documentation to NARA. However, the agency must comply with the standards found in 36 CFR 1228.228 through 1228.232.
Does 36 CFR 1228, Subpart K provide the only requirements for storage
of Federal records in records storage facilities?
No, 36 CFR Subpart I, Transfer of Records to Records Storage Facilities, and
Subpart J, Transfer, Use, and Disposition of Records in a NARA Records Center,
also contain requirements for storage of Federal records.
FAQs
Frequently Asked Questions will be added to the Toolkit as they become available.
Is there someone I can speak with about this?
Yes. Contact Rick Blondo who works with the NARA office responsible for reviewing
and approving the documentation you may send to verify a storage facility meets
the standards. He can be reached at rick.blondo@nara.gov,
phone: 301.837.1844, or fax: 301.837.3657.
