Each group of records for transfer needs to:
- belong to the same agency recordkeeping system or to the same National Archives-registered series
- have the same security classification — for digital records this must be unclassified
- be in record number (control symbol) order.
Transferring physical records
When transferring physical records:
- Package them in archival-quality boxes. Your agency is responsible for purchasing item and container barcodes for physical records.
- Ensure the boxes are labelled and transported according to the National Archives’ guidelines for packing and transporting non-digital archival records.
- Check that entry details in item lists match the physical item and its box or container
- Ensure records are in control symbol order.
The National Archives may also wish to inspect the records before they are delivered.
Transferring digital records
When transferring digital records:
- Ensure the records are unclassified. Arrangements for transfer of records with a classification of ‘protected’ or above must be discussed on a case by case basis prior to transfer.
- Migrate records from your agency’s storage locations to portable media, such as USB flash drives or portable hard drives, to facilitate their transfer.
- Migrate material that is on optical media such as CDs or DVDs, to portable media, such as USB flash drives or portable hard drives, to facilitate their transfer.
- Ensure the item list includes the file path of each digital record contained on the storage device. We cannot process a digital transfer if the correct file path is not provided for each digital record.
- Ensure checksums are generated before transfer and are Information Security Manual (ISM) compliant.
- Keep a copy of the records on your system until you are advised that the transfer has been successful. We will return your storage device at this point.
We allocate item ID numbers to digital records during our processing.