Federal Records Center: General Records Requests
Reference requests are made by submitting a request to the records center via the Centers Information
Processing System (CIPS), U.S. Postal Service, commercial courier, e-mail, fax or telephone.
The reference request -- Federal Records Centers
Optional Form-11,
or an appropriate agency request form -- can be used to recall records from the records center. Regardless of the method employed for requesting records, if records are being requested under the provision of the Freedom of Information Act, the Privacy Act, or due to congressional interest, make a
notation to that effect in the "Remarks" section of the
OF-11 to ensure proper handling.
Agencies participating in Stratified Report Invoicing must include a caret (^) followed by a valid, legible two digit charge code encircled on the top right front of every request. Agencies who use CIPS can request to have their charge code as part of their shipping address.
- Centers Information Processing System (CIPS)
- To apply for access to CIPS
- Requests via:
- Delivery of Requests to Agencies
- Emergencies
Centers Information Processing System (CIPS)
The CIPS program establishes an electronic link between records centers and customer agencies.
Federal agencies can request the return of their records, excluding official personnel folders and employee medical folders via the World Wide Web or dial-out modem.
Recalling your agency's records via CIPS is the most
cost effective and quickest method because it decreases mail time and NARA's processing time for
retrieval. CIPS reduces the cost of transacting government business by sorting requests received
into location order for prompt servicing, and it provides tracking capability for the requesting
agency as well as the records center on individual requests. Complete information can be obtained at NARA's Federal Records Center CIPS web site.
To apply for access to CIPS
Complete both the Department of Veterans Affairs,
VA Form 9957 (The VA is the Federal Records Centers' contractor for mainframe applications) and the
CIPS Registration Form, NA Form 13166. Mail the completed forms to: Kim Parker, CIPS Systems Administrator, c/o NARA, 14700 Townsend Road, Philadelphia, PA 19154. These forms can also be found on the records center program's web site. A user ID
and password will be issued to each user once forms are received. Agencies will need to
specify their record group numbers and any other records center for which access is requested.
For further information, contact Kim Parker at 215-305-2013 or .
Mail or Commercial Carrier: Requesting files through the mail (U.S. Postal Service) or commercial courier (United Parcel Service (UPS), FedEx, etc) is encouraged for those agencies not using the CIPS program. Use a separate OF-11 or appropriate agency request form for each folder or box requested. Two or more contiguous file items, folders or cartons may be treated as one item and be requested on one OF-11. When making reference requests, agencies should always furnish the transfer number, agency box number, and the records center location number of the first box of the transfer. The OF-11 is a three-part form. The first part (white) of the OF-11 is used by the records center to service the request and remains with the file until it is returned for refiling. The second part (pink) is retained by the requesting agency for tracking and control purposes. The last part (tan) is used by the records center as a charge out for the file/box until it is returned from the agency for refiling. Note: all parts of the online OF-11 are white. Requests for classified records should include all three copies of the OF-11. Records center staff use the pink part to document the transfer of classified records as a classified document receipt. Contact GSA's Customer Supply Service to order OF-11 forms.
E-mail: Agencies can email requests by completing the forms and sending them directly to Philadelphia.Reference@nara.gov.
Fax and Telephone: Agencies may fax emergency requests, during normal business hours, to the records center requesting immediate pick up. Be sure to identify the pick up time. Emergency requests are accepted by telephone if you do not have fax capability. Our fax number is 215-305-2038.
Delivery of Requests to Agencies: U.S. Postal Service and/or UPS are the standard methods of delivering requests to agencies. If an agency wishes to have records delivered by overnight express courier, an account number must be provided. For metropolitan Philadelphia customers, we offer same day pick up and delivery service at competitive rates. For more information please contact John McEvoy at 215-305-2005 or via email at john.mcevoy@nara.gov
Emergencies: Emergency situations are those which require same day pick-up by the agency or use of overnight express courier. When employing this method, agencies must provide the name of the overnight express courier along with a billing account number, or the name of the agency's messenger who will be picking up the file and approximate time of pick-up in the "Remarks" section of the OF-11. Messengers will be required to provide photo ID and agency affiliation when arriving at the records center to pick up requested files.
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