Federal Records Management

AC 19.2015

April 30, 2015


Agency Records Officers: Please distribute this to your agency staff involved in Annual Move activities.

If you have Federal Records Center transfers in the 2015 Annual Move and you have already reviewed and submitted your ERA Transfer Requests to NARA, thank you.

For agencies that have eligible transfers but have not yet submitted some or all of their ERA Transfer Requests (TRs) for the 2015 Annual Move to NARA this is a reminder that you can still do so. If the transfer requests are submitted by June 1, 2015, we will make reasonable efforts to review the transfer requests for possible inclusion in our July 1 to September 30, 2015, movement of records from Federal Records Center space to permanent storage.

Transfer requests submitted after June 1 will be reviewed for accessioning at a later date. Annual Move TRs for 2015 may be submitted to NARA for review through December 31, 2015. Remember that your agency will continue to pay Federal Records Center charges for all records stored by your agency until their transfer to the National Archives.

Agencies may identify their transfer requests still in “Draft” status by performing a search in ERA and viewing or downloading the results as a Microsoft Excel file. Full downloads of the search results are available for all of the data elements on the TRs. Brief downloads are available for a pre-selected set of data elements for the records returned by the search.

Please let us know if you have problems accessing some or all of your transfer requests in ERA. A few agency records officers have reported that they could not search and retrieve some of their transfer requests. If this is the case for your agency, please let us know as soon as possible at annual.move@nara.gov.

For classified or formerly classified records, agencies must complete the Classified Records Transfer Checklist (NA form 14130) for all new accessions of classified records into the National Archives. This checklist may be found at http://www.archives.gov/declassification/ndc/forms/na-14130.pdf. NA Form 14130 provides NARA with basic declassification review information as required under Executive Order 1352 and must be attached to the appropriate TR by your agency prior to submission to NARA. Additional questions about this requirement may be addressed to Don Mcilwain of the National Declassification Center at don.mcilwain@nara.gov.

If you have not started reviewing your transfer requests in ERA, procedural information about what agencies will need to do in order to review, make changes, and submit TRs to NARA is located at http://www.archives.gov/records-mgmt/era/. Please see the 2015 Annual Move Webinar Materials and Agency Annual Move Tips links. Also available is our Agency User Manual found at http://www.archives.gov/records-mgmt/era/agency-user-manual.pdf. The manual is a great resource for step-by-step instructions, ERA field definitions, system information, and also includes a SF 258 to ERA fields crosswalk.

The online training, especially Lessons 1 and 2, is also an important resource. It is at http://www.archives.gov/era/training/transferring-records.html.

We have an email address to which you can direct questions about the Annual Move. It is annual.move@nara.gov. As always, you may call or email the ERA Help Desk at ERAHelp@nara.gov or 877-372-9594, or your appraisal or accessioning archivist.

We appreciate your support in preserving the historically valuable records of the United States, that tell the story of YOUR agency, in the National Archives.

Chief Records Officer
for the U.S. Government