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Agency Annual Move Tips

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In early August each agency that has record eligible for transfer as of 1/1/2013 and held in a FRC received a comprehensive spreadsheet containing pertinent transfer information. Agencies should use this time, before Transfer Requests are loaded into ERA on October 1, 2012, to begin their internal review process as well as ensure the accuracy of information before submitting the TRs to NARA by December 1, 2012. Once you begin your review of the TRs, if you find any inaccurate information please send an email to annual.move@nara.gov and a NARA representative will work with you to resolve any issues. Please note, this mail box will become active 10.0.2012.

Before TR is Submitted/Proposed to NARA, agencies should:

• Disposition Authority Number: Ensure that this is correct and applies to the records being transferred. If the schedule item is incorrect do not change, do not Submit/Propose to NARA. Please notify your NARA representative.
  
  
• Major Subdivision and Minor Subdivision: You may enter data in these fields if the correct information is known for the unit that created the records.
  • Note that these fields do not refer to the Major or Minor Subdivisions or units of the person reviewing the TR.
    
    
• Inclusive Dates: Ensure that dates apply to records being transferred, if not—please edit and notify your NARA representative.
  
  
• Access Restriction Section: Ensure that the Access Restriction information is correct and applies to the records being transferred. Do not change the Security Classification level until you notify your NARA representative.
  • Note: If the records contain Controlled Unclassified Information (CUI) please apply the appropriate FOIA Restriction, choose from FOIA (b)(2) THRU FOIA (b)(9). Privacy Act Notice: If records are subject to the Privacy Act and all fields are completed you do not need to provide the System of Records Notice (SORN).
    
    
• Use Restriction Section: Refers to copyright, donor, trademark, and other restrictions on how the records may be used by researchers—not access to the records. If you select anything other than Unrestricted, the Use Restriction Note field is required.
  
  
• General Records Type: Only one selection will be derived from ARCIS data, but if additional records types are known, they should be added
  • Note: If the General Records Type selected is Textual Records but you know records are all photographs or all motion pictures, do not Submit/Propose to NARA. Please notify your NARA representative. This is applicable only to transfers headed to College Park, MD. There are five accessioning units located at College Park including: Textual, Still Pictures, Sound & Motion Pictures, Cartographic, and Electronic Records. Regional archival units consist of only one accessioning unit and therefore accession all media for their unit.
    
    
• Destination Physical Location of Records: If you believe this information is incorrect, do not change it. Do not Submit/Propose to NARA. Please notify your NARA representative.
  
  
• List of Containers: Ensure that the Number of Containers & Container Type field data is correct.
  
  
• Contact Information Tab: Enter Agency field information if it is not populated.
  
  
• Contact Information Tab: Other Contacts (Agency/NARA): Do not delete information from these fields.
  
  
• Attachments Tab: Attach documentation, such as a folder/box list, or other information pertinent to the records.

Updated: December 24, 2012

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