Federal Records Management

AC 09.2021

Date: November 17, 2020
Memorandum to Federal Agency Records Officers: 2021 Annual Move Reminder 
This is a reminder to agency records officers who have records stored at the Federal Records Centers that Annual Move Transfer Requests are due by December 1, 2020
If your agency has records eligible for transfer to the National Archives, please propose your agency’s Transfer Requests (TRs) in ERA. TRs that have not yet been proposed to NARA are identified within ERA in “Draft” or “Submitted for Agency Approval” status. NARA encourages agencies to review and submit their draft TRs in ERA by the December 1st deadline unless they have an approved extension. 

To propose a TR to NARA, agencies must complete the following actions:

  • Identify the TRs by searching by statuses of “Draft” and/or “Submitted for Agency Approval,” or searching by keywords such as “Annual Move” (see page 67 of the ERA User Manual)
  • Review each of the TRs (see Agency Annual Move Tips)
  • Propose them for accessioning (see Transferring Records)

Please note two agency roles actions in ERA are needed to propose a TR to NARA. These roles are sometimes performed by the same user:
The “Transferring Official” submits the TR to the “Agency Approving Official”
The “Agency Approving Official” submits the TR to NARA
For classified transfers, remember to include the NA form 14130, Classified Records Transfer Checklist. The National Declassification Center (NDC) also requires agencies to certify that the Kyl-Lott review has been completed. This information may be noted on the NA form 14130 by indicating which box(es) in the transfer the documentation is located in, or included as documentation accompanying the NA form 14130. Any questions regarding the NA form 14130 may be directed to Don McIIwain at 301-837-0587.

If you have questions about the annual move please contact annual.move@nara.gov. As always, you may call or email the ERA Help Desk at ERAHelp@nara.gov or 877-372-9594.

Chief Records Officer
for the U.S. Government