FRC Records Disposition
In addition to storing your records and making them accessible when needed, Federal Records Centers (FRC) actively manage their disposition. This section gives an overview of the processes for disposing of records at the end of their retention schedule, accessioning records into the National Archives, and updating disposal authorities.
For additional information read our Disposal Announcement.
When the disposition date of your agency's records is approaching, the FRC will send you the appropriate notice as described below.
On January 1, 2017, the review process for disposal notices (NA 13001 or equivalent) was revised. FRCP was generating disposal notices after an extensive set of ARCIS data criteria augmented by review of transfers flagged for incomplete or possibly inaccurate information. In our new process, this review takes place after the agency returns the disposal notification indicating concurrence or non-concurrence. This revision allows the FRCP to focus the critical review on records for which agencies are willing to engage in disposal activity.
Due to the processes revision, agencies may identify a slightly higher percentage of transfers proposed for disposal that should be retained. Agencies that are deployed on ARCIS v2.0 can access an image of the SF 135, which is now attached as part of the disposal process for all unclassified transfers. Instructions on how to access the SF135 attachment in ARCIS.
After the agency returns the disposal notification indicating concurrence or non-concurrence, the FRCP will conduct a full review of the transfer documentation and perform ARCIS updates directed by the agency or identified during the review. In some cases, updated transfers will be moved to future disposal cycles.
As always, no records will be destroyed without documented concurrence from the agency.
Disposition of Temporary Records
Contingent records are records scheduled for final disposition at some unspecified future time after the occurrence of a specific event. Examples of such events include the decommissioning of a vessel, the sale of property, or the destruction of a building.
FRCs will send the Notice of Eligibility for Disposal, NA Form 13001 (www.archives.gov/frc/forms/na-13001.pdf) or an equivalent (cover letter and eligible transfer listing), to you 90 days before scheduled destruction of your agency's records. Please contact the Transfer and Disposition staff from the FRC that sent you the notice if you have any questions.
When you return the signed disposal notice the FRC will destroy the records as scheduled. Since your agency still owns the records stored at the FRC, the center will not destroy any of your records without your agency's written approval.
Adherence to retention schedules is good records management, saves your agency money in storage costs, and conforms to Federal regulations. Therefore, the FRC strongly recommends that you review each disposal notice carefully and in a timely manner. If your agency does not concur with the disposal, you must provide a justification for non-concurrence, sign and date the form, and return it to the appropriate FRC..
Disposition of Contingent Records
Each October, FRCs mail the Agency Review for Contingent Disposal, NA Form 13000 (www.archives.gov/frc/forms/na-13000.pdf) or an equivalent (cover letter and contingent transfer listing), to agency customers. At this time you should review the status of your agency's contingent records to determine if a particular action or event (upon which the destruction of the records is contingent) has occurred. If this is the case, sign and return the form to your local FRC, indicating approval of disposal and disposal date. If the contingent records should not be destroyed, sign, date, and return the form, and indicate a new review date.
Accessioning of Permanent Records (see Definition)
When permanent records stored at the records center are scheduled for accessioning into the National Archives, you will receive a Transfer Request (TR) generated from the National Archives Electronic Records Archive (ERA) (http://www.archives.gov/era/about/).
Over time, records schedules are subject to change, and this can affect how long your records should be kept. When this happens, FRC archives specialists review and promptly update the holdings database so your records remain correctly scheduled. The most current disposal authority is reflected for each transfer.