FAA records that are appraised as permanent records with sufficient historical value warrant continued preservation by the National Archives and Records Administration.
Permanent records may be electronic in format; that is, they are stored in a form that only a computer can process. Permanent electronic records require special care and storage, including:
Another special requirement for permanent electronic records is their transfer to NARA's Electronic and Special Media Records Services Division in accordance with instructions in FAA's records schedules. NARA has special format requirements as stated in 36 CFR Subpart C. In addition to the formats specified in the Code of Federal Regulations (CFR), NARA is now accepting other formats, such as Portable Document Format (PDF) files, scanned images, digital photographs, and Web content.
Note that the formats required for transfer to NARA may be different than the formats currently used (e.g., NARA's PDF requirements may be different than FAA's standard) and provisions must be made for eventual transfer of permanent electronic records to NARA in their accepted format.
A successful transfer of permanent electronic records to NARA requires coordination by the records sponsor or custodian (the person who is responsible for maintaining the records) with the assistance of:
There are several pieces of information you, as the records custodian, need to have prior to beginning the transfer process:
Collect the documentation you need to prepare:
Call your RO to coordinate with NARA to:
Prepare records for transfer. Each transfer must include the following:
See 36 CFR Subpart C and NARA's guidance on other formats (e.g., PDF, scanned images, digital photographs, and Web content). The specific format is determined when you meet with representatives from NARA (Step 2). NARA may also request you complete a form certifying the format meets their transfer requirements.
NARA has also notified agencies that they may transfer permanent electronic records via two additional methods, File Transfer Protocol (FTP) and Digital Linear Tape (DLT) Type IV (NARA Bulletin 2002-02).
Electronic is the preferred format for the documentation. If the system documentation is on the FAA Internet, indicate which pages to download. If the system documentation is available only in paper, make a complete copy and send to NARA with the electronic data.
The SF 258 must be signed by the FAA Records Officer.
Send completed paperwork as follows:
If arrangements have been made for a NARA representative to pick up the records from the program office, note that fact on the SF 258.
Keep the complete package including the electronic media and documentation until NARA has approved the transfer. The media may be maintained offsite for safe preservation until the actual transfer.
When the records are physically transferred, NARA takes legal custody of the records by signing the SF 258 and returning a copy. A copy of the signed SF 258 is sent to the submitting program or regional office RO.
Congratulations! You have successfully transferred permanent records to the National Archives.
Page Last Modified: 01/09/12 14:09 EST
This page can be viewed online at: http://www.faa.gov/about/initiatives/records/tools/transfer/