(gentle music)
- [Narrator] The annual move
is NARA's process for legally transferring
permanent records from Federal Records Centers,
FRCs,
to NARA archival units across the nation.
It's a uniquely cross-functional activity
that supports NARA's core mission
of preserving the permanently valuable records
of the federal government.
The annual move is overseen
by the annual move coordinating group.
Agencies' participation in the process
is integral to ensuring permanent records are transferred
in a timely manner,
according to an approved record schedule.
Each annual move
facilitates the transfer of permanent records,
which are determined to be eligible in January
of the following calendar year.
Work relating to an annual move cycle
begins more than two years prior.
Activities relating to one move cycle
overlap both the previous and subsequent move cycles.
For example,
work on the January 2014 move cycle
would have begun in October 2012
and run through 2013 and 2014.
It could also have extended until April 2015.
Work on the January 2015 move cycle
would have begun in October 2013,
and so on.
There are several key roles in the annual move.
The annual move coordinating group's role
is to manage the process
and provide general oversight and coordination
among NARA units.
The coordinating group also identifies
all eligible transfers
to archival custodial units
and agencies for review for the upcoming annual move.
The group maintains the SOP
and other guidance products.
They also manage all email
and external communications with agencies.
FRC's role is to review the feedback
provided by the custodial units and agencies
and if necessary, make changes to the data in ARCIS
for the upcoming annual move.
They're responsible for the physical transfer of records
and updating the ARCIS system
to reflect the transfer process
through the physical move.
The archival unit's role
is to review any upcoming transfers,
schedules, and associated data.
They provide feedback and results
to the FRCs and to agencies.
Once transfers are proposed by an agency,
archival units make a final determination
and facilitate the physical and legal transfer
of permanent records.
Several other units provide additional support
by validating the data provided in ARCIS,
entering legacy schedules into ERA,
reviewing authority lists,
testing data integrity
and system functionality,
and ultimately, transforming the data
received from ARCIS into ERA
by October 1st of each year.
The agency's role is to review data
and documentation about eligible transfers
identified in the candidate list
and begin internal approval processes
and communicate needed changes
to existing ARCIS data
or removal of the transfer
from the upcoming annual move.
Agencies are responsible
for proposing transfer requests in ERA,
so that the agency's records can be transferred
into NARA's custody.
If you are involved in the annual move,
keep in mind that it is a collaborative effort
between NARA and the agencies.
Agency participation is an integral part
in NARA completing its mission
to preserve the historical record
of the federal government.
The process allows for agencies to be proactive
in reviewing records and data
that are eligible for transfer
and updating changes in records management
for their office.
Finally, if you have any questions or concerns,
NARA is always here to help.
(gentle music)