Records may be retired (transferred) to the NIST Records Holding Area, the Federal Records Centers, or the National Archives.  Before retiring or transferring records, contact Records Management, Management and Organization Division (at Boulder, the Engineering, Maintenance and Support Services Division).

1.  Retirement (Transfer) of Records

a.  Standard 15" x 12" x 10" records storage boxes are available from Records Management, (at Boulder, the Storeroom). These boxes are to be used only for storage of records in the NIST Records Holding Area, or for transfer of records to the Federal Records Centers. Consult Records Management before attempting to store any oversized or undersized records, ledgers, drawings, etc., as only NARA-approved containers will be accepted for storage.  To estimate the number of containers needed for regular-size records, calculate as follows: one letter-size file drawer fills one and one-half record boxes as each box holds one cubic foot of material.

b.  A detailed description of the contents of each box is necessary.  This inventory must be typed on the Form NIST-1153, Records Transmittal and Receipt, available electronically at: Adobe Acrobat (pdf version) http://www-i.nist.gov/admforms_online.htm and from E-Approval http://bizFlow.nist.gov/.

(At Boulder, this inventory must be typed on Form SF-135, Records Transmittal and Receipt, which may be obtained from the Engineering, Maintenance and Support Services Division.  Call the Engineering, Maintenance and Support Services Division, for records transfer to the Denver Federal Records Center and/or Denver Archives.)

c.  Follow the Instructions for Retiring Records: http://www-i.nist.gov/admin/mo/retire.htm

Nonrecord material MAY NOT be stored in the NIST Records Holding Area or the Federal Records Centers.  Questions concerning whether the files are record or nonrecord should be directed to Records Management.  (At Boulder, call the Engineering, Maintenance and Support Services Division.)

Records, record boxes, and Records Transmittal and Receipts prepared incorrectly will be returned to the originating organizational unit for correction.

2.  Transfer to the National Archives - Permanent records are offered to the Archivist of the United States by the NIST Records Management Officer.  If the material is acceptable as worthy of permanent preservation, Records Management arranges for the transfer of the records.  An Accession Inventory is prepared by the National Archives which, when signed by an agent from each of the agencies, constitutes formal transfer of custody from NIST to the National Archives.  Records so transferred remain available for loan to NIST by contacting Records Management. They are also available for research purposes at the National Archives. (At Boulder, initial contact should be made with the Engineering, Maintenance and Support Services Division which handles arrangements with Records Management.)

3.  Restrictions on the Use of Transferred Records - When records transferred from the custody of organizational units at NIST to the custody of Records Management, the National Archives or Federal Records Centers, restrictions with respect to access or use are maintained.  Restrictions may be removed only upon approval by NIST.