About the transfer of records
Government departments, court offices or bodies cited in the schedule to the National Archives Act, 1986 are legally obliged to transfer records more than 30 years old to the National Archives. This is to facilitate public access and their permanent preservation as archives.
All Departments of State are responsible for preparing their records for transfer to the National Archives. There are specific procedures and accompanying documentation for transferring records to the National Archives. We offer record transfer training to assist in the preparation of records for transfer and it is obligatory to attend.
Procedure for transfer of records
- In order to begin the transfer process, it is necessary to identify eligible records.
- Records eligible for transfer under the National Archives Act, 1986 must be 30 years or older.
- The age of a record is determined by the date of the latest substantive entry in it, in accordance with the National Archives Act, 1986, Regulations, 1988 4.
- Assigned staff should begin by examining the records at series or sub-series level.
- Evaluate the records to determine suitability for release.
- Set aside any records to be retained or withheld in accordance with provisions set out in the National Archives Act, 1986 8(2) and 8(4).
- Determine if the records identified for transfer are worthy of permanent preservation; do they relate to policy, decision making and strategies; do they reflect the functions and activities of the divisions?
- Routine administrative records and records that may not be considered of long-term archival value should be set aside, and permission should be sought for an application for a Certificate of Disposal to be issued by the Director of the National Archives.
Preparing documentation
- Contact Archives and Government Services in the National Archives to obtain a National Archives transfer number and information on the supply of acid-free archival boxes.
- Records must be individually listed prior to transfer using the standard listing template supplied by the National Archives. This template is in Microsoft Excel format.
- Records identified to be retained or withheld in the transferring body must be listed. Details of the document reference code, file title and covering dates must be included.
Release of records to public inspection
- Before a transfer can be accepted, a Certificate of Transfer and Release for Public Inspection must be completed on departmental headed paper and signed by the Certifying Officer.
- A copy should be kept for your own records.
- The original signed certificate should be attached to the schedule of records due to be released for public inspection.
- A printed copy of the certificate and schedule should be placed in the first box of records to be transferred.
- An electronic copy of the transfer schedule must also be provided to the National Archives.
A sample certificate to transfer and release records for public inspection from the National Archives Act, 1986 Regulations, 1988, form Appendix 3 is attached.
For further information relating to the destruction and retention of records, see Records Management Guidelines.