April 6, 2017
MEMORANDUM TO FEDERAL AGENCY CONTACTS: Agency Action Needed on Draft Transfer Requests in Electronic Records Archive (ERA)
Agency Records Officers: Please distribute this to your agency staff involved in Annual Move activities.
This is a reminder to agencies that have records stored at Federal Records Centers. 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. If you have already reviewed and proposed your ERA Transfer Requests to NARA, thank you!
NARA encourages agencies to review and submit their draft TRs in ERA by June 1, 2017. NARA suggests prioritizing TRs from 2016 and earlier. TRs that were created by NARA as part of the 2016 Annual Move will be deleted after June 1, 2017 if agencies do not propose them.
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 Searching in ERA)
- Review each of the TRs (see Agency Annual Move Tips)
- Propose them for accessioning (see Transferring Records)
It is important to note there are two agency roles in ERA that must act 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
Transfer requests submitted by June 1, 2017 will be considered for potential inclusion in our July 1 to September 30, 2017 movement of records from Federal Records Center space to permanent storage.
Transfer requests submitted after June 1, 2017 will be considered for accessioning at a future move cycle. Agencies may continue to propose TRs to NARA for review throughout the year and/or create and submit a TR to NARA. Remember that your agency will continue to pay for all records stored in Federal Records Centers until the TRs are proposed and accessioned to the National Archives. For further information regarding costs, please contact your agency’s account manager or consult your agency’s Disposition Profile Report.
If you have questions about the annual move, please contact firstname.lastname@example.org. 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