Our Services
- Records Transfer and Records Disposal
- Records Retrieval, Refile and Interfile
- Reference Request Options
- Metro-Courier Service
- FastPack
- Workshops
Records Transfer and Records Disposal
For information regarding transfer of Federal records to the Boston (Waltham) Records Center, please contact the Transfer Technician.
For information regarding disposition of Federal records at the Boston (Waltham) Records Center, please contact the T&D Archives Specialist
Standard Form 135, Records Transmittal and Receipt - Electronic format available in MS Word and WordPerfect versions. Please contact the Transfer Technician to obtain a copy.
Records Retrieval, Refile and Interfile
Retrieval:
Reference requests are made by submitting a request form to the records center via e-mail, fax, U.S. Postal Service, commercial courier, or the Centers Information Processing System (CIPS). The reference request form-- the Boston Electronic Reference Request Form (Available in Word and WordPerfect), the Optional Form 11 (OF-11), or an appropriate agency request form -- can be used to recall records from the records center.
When making reference requests, agencies should always furnish the transfer number, agency box number, the records center location number and the record name or number.
Routine requests will be processed within one business day of receipt.
All negative responses for records not located will be submitted to the requesting agency in the same manner the reference request was submitted to the records center. For example, if you fax a request and we are unable to locate the record (because it was previously charged out or the records locator information was incorrect, etc.), we will fax a copy of your request, indicating the reason we cannot send the requested record to you.
Options for submitting reference requests and features of each option:
- E-mail, Your Best Choice
- Fax, Why and How
- Centers Information Processing System (CIPS)
- Mail or Commercial Carrier
- Delivery of Requests to Agencies
- Emergencies
Refiles:
Refiles are records that are being returned to the NARA RCP facility to be replaced in their original location. Refiles may be specific folders or entire box(es). Refiles will be returned to their original location within five business days of receipt.
Interfiles:
Interfiles are folders or documents that the customer agency wishes to have added to records previously transferred to the Records Center. Be sure to indicate the transfer number, box number, location number and record name or number with each interfile submitted. Interfiles will be processed within 10 business days of receipt.
Reference Requests Options
- Ensure fast and accurate submission of your reference request
- Maintain an electronic record of request history
- Know the status of the requested record within 1 business day
E-mail a request for an electronic request form to Waltham.Reference@nara.gov, specifying whether you want MS Word or WordPerfect format. We will send you a request form with instructions for its use. Once you have completed Sections I and III, e-mail it back as an attachment to Waltham.Reference@nara.gov.
Agencies may fax requests to the records center at 781-663-0155. The form used may be a printed version of the Boston Reference Request Form, the OF-11 or an appropriate agency request form.
You may request records through the mail (U.S. Postal Service) or commercial carrier (United Parcel Service (UPS), FedEx, etc). Use a separate OF-11 or appropriate agency request form for each record or box requested.
Delivery of Requests to Agencies:
U.S. Postal Service and/or UPS are the standard methods of delivering requested records. Agencies requesting to have records delivered by overnight express carrier (such as FedEx) must provide an account number. For metropolitan Boston customers, we offer pick-up and delivery services at competitive rates. For more information please contact the Metro-Courier Services Coordinator. NARA now offers same-day electronic delivery of your records with FRC's SmartScan service. Your reference request is researched, scanned by records center staff and e-mailed that same business day directly to your computer in Adobe Portable Document Format (PDF). SmartScan eliminates outbound and return shipping costs, and is therefore ideal for both small jobs and urgent requests. For more information, contact the Director of Records Center Operations.
Emergency situations are those which require same day pick-up by the agency or use of overnight express carrier. When employing this method, agencies must provide the name of the overnight express carrier 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 records.
Metro-Courier Service
Please note: Beginning 10/01/2008 our Metro-Courier Rates will be as follows:
Zone
1 - $30 plus $2.50 per box.
2 - $200 up to 100 boxes.
3 - $250 up to 100 boxes.
4 - $300 up to 100 boxes.
A per box fee of $2.50 will be charged for each box over 100.
Cost-Effective Metro Courier service is often less expensive than commercial carriers. Metro Courier service is available to customers within a 100 mile radius of the Waltham Records Center.
| Zone | Cost (Per Round Trip) |
|---|---|
| 1 (0-25 miles from records center) | $24.00 + $1.50/box |
| 2 (26-50 miles from records center) | $160.00 up to 100 boxes |
| 3 (51-75 miles from records center) | $200.00 up to 100 boxes |
| 4 (76-100 miles from records center) | $240.00 up to 100 boxes |
Our new van can hold 130 boxes! A per box fee of $1.50 will be charged for each box over 100.
For more information or to schedule a pick-up or delivery, please contact the Metro-Courier Services Coordinator.
FastPack
We will:
- Provide free, on-site consultation and cost-estimate
- Supply all materials and labor required to do the job efficiently, effectively, accurately, professionally and in a timely manner
- Box the inactive records
- Prepare the SF-135
- Prepare a boxed-records inventory
- Transport the boxes to the Boston Records Center
For more information, contact the Director of Records Center Operations.
Workshops
3 Rs of Records: Retirement! Reference! Recycling(Disposition)!
This free training is an exercise-based class that helps participants develop the knowledge and skills to fulfill their records management responsibilities and improve office efficiency. Topics covered: applying agency records schedules, determining what records should be transferred to the records center, and proper completion of the Records Transmittal and Receipt Form (SF135), Reference Request Form (OF11), and the Notice of Eligibility for Disposal (NA Form 13001).
FY09 Schedule
| Date | Location |
|---|---|
| December 10, 2008 | Waltham, MA |
| April 8, 2009 | Waltham, MA |
See the training flyer for more information.
Pre-registration is required. If you have questions or would like to register contact the Records Center T&D Archives Specialist.
