ELECTRONIC RECORDS TRANSFER FORM: Fill out & sign online

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Click ‘Get Form’ to open the ELECTRONIC RECORDS TRANSFER FORM in the editor.
Begin by filling out the 'Political Entity' section with the name of your state agency or local government.
In the 'Department/Office/Agency/Unit' field, enter the originating office responsible for the records being transferred.
Provide your contact information, including address, city, state, and zip code in the designated fields.
Select your 'Method of Transfer' by checking one of the options: External Hard Drive, CD/DVD, or Folder(s) on Server. Fill in any additional details as required.
Indicate the total number of files transferred and specify the schedule number if applicable.
Complete the 'Folder Name' section with each folder's complete name, ensuring to label restricted files appropriately.
Specify the file format of records in each folder and provide the number of records along with their date span.
Finally, sign and date the form at the bottom before submitting it as instructed.

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Where should electronic records be stored?

Storage of records store paper records in lockable, fire-proof cabinets. lock cabinets when not attended by authorised staff. store electronic files on password-protected computer systems. screen-lock unattended computers. staff are required to have individuals log ins, and only access the information they require.

How to keep electronic records?

5 tips for electronic recordkeeping. What is digital recordkeeping? Scan every document. Keep related files together. Name your document files carefully. Make your files easy to read. Create a backup of your documents.

How do I transfer electronic records to Nara?

Transfer refers to the process of NARA taking physical and legal custody of records that are identified as permanent and having historical value. These permanent records are kept by the creating agency for the period of time specified by their records retention schedule and then legally transferred to NARA.

What is records transfer?

The transfer of records is the administrative and physical act by which records are transferred from the institution that creates and collects them to the records management receiving authority.

What is an electronic transfer form?

Agencies must contact NARA, by mail at National Archives and Records Administration; Special Media Records Division (RDS); 8601 Adelphi Road; College Park, MD 20740-6001, or by email at stillpix.accessions@nara.gov (for digital photographs) or mopix.accessions@nara.gov (for electronic audiovisual records).