Preparing Records for Transfer to the Federal Records Center (FRC)
Federal Records Center (FRC) procedures, posted on the National Archives
and Records Center's website, are to be used in conjunction with EOUSA's
Records and Information Management Staff guidance, when preparing records
for transfer. FRC boxes must be used to transfer standard size records.
Contact the FRC for assistance when non-standard records need to be
transferred. Pack records in a logical sequence, and use a locator system
(preferably, the LIONS database) to ensure that individual files can be
identified and withdrawn in the future. Prepare a box-by-box listing, to
include, at a minimum, the case number and name(s) of the litigants. A copy
of the box listing for each accession must accompany the Standard Form 135,
Records Transmittal and Receipt, when it is sent to the FRC for approval.
USAOs have been assigned a two-digit code which must be used on all SF-135s
and all other forms used to request services from the FRC.|
U.S. Attorneys' offices should contact the servicing FRC to obtain the
latest NARA Field Bulletin, which provides information on services available
from and describes procedures involving the FRC. USAOs must also use EOUSA
procedures required for shipping records to the FRC, storage in the FRC, and
destruction standards to be applied by the FRC. Do not pack records with
different retention authorities or different disposal dates in the same box
or accession. Papers in closed litigative case files that are duplicated in
the records of Federal courts may be removed and destroyed. Closed case
files should also be purged of duplicate copies, unnecessary documentation,
routing slips that contain no relevant information, etc.
Transfer closed, eligible files to the FRC annually, or more frequently if
necessary. Inactive and closed records that have exceeded the authorized
retention period may not be transferred to the FRC, and should be destroyed
by the office using the destruction standards published by the EOUSA. Any
transfer to the FRC requires that the record have a minimum of one year
remaining of the authorized retention period.
[updated December 2009]
[cited in USAM 3-13.300]