National Archives and Records Administration § 1235.4

PART 1235—TRANSFER OF Subpart A—General Transfer RECORDS TO THE NATIONAL AR- Requirements CHIVES OF THE UNITED STATES § 1235.1 What are the authorities for part 1235? Subpart A—General Transfer Requirements The statutory authorities for this Sec. part are 44 U.S.C. 2107 and 2108. 1235.1 What are the authorities for part 1235? § 1235.2 What definitions apply to this 1235.2 What definitions apply to this part? part? 1235.3 What standards are used as guidance See § 1220.18 of this subchapter for for this part? 1235.4 What publications are incorporated definitions of terms used in part 1235. by reference in this part? 1235.10 What records do agencies transfer to § 1235.3 What standards are used as the National Archives of the United guidance for this part? States? These regulations conform to guid- 1235.12 When must agencies transfer records ance provided in ISO 15489–1:2001. Para- to the National Archives of the United graphs 8.3 (Designing and imple- States? menting records systems), 9.6 (Storage 1235.14 May agencies retain records for the and handling), and 9.7 (Access) are par- conduct of regular agency business after ticularly relevant to this part. they are eligible for transfer? 1235.16 How will NARA respond to an agen- § 1235.4 What publications are incor- cy’s request to retain records? porated by reference in this part? 1235.18 How do agencies transfer records to the National Archives of the United (a) Certain material is incorporated States? by reference into this part with the ap- 1235.20 How do agencies indicate that trans- proval of the Director of the Federal ferred records contain information that Register under 5 U.S.C. 552(a) and 1 is restricted from public access? CFR part 51. To enforce any edition 1235.22 When does legal custody of records other than that specified in this sec- transfer to NARA? tion, the NARA must publish notice of Subpart B—Administration of Transferred change in the FEDERAL REGISTER and Records the material must be available to the public. All approved material is avail- 1235.30 How may records in the National Ar- able for inspection at the Office of the chives of the United States be used? Federal Register. For information on 1235.32 How does NARA handle restrictions the availability of this material at the on transferred records? Office of the Federal Register, call 202– 1235.34 May NARA destroy transferred records? 741–6030 or go to http://www.archives.gov/ federallregister/ Subpart C—Transfer Specifications and codeloflfederallregulations/ Standards ibrllocations.. (b) The material incorporated by ref- 1235.40 What records are covered by addi- erence is also available for inspection tional transfer requirements? at NARA’s Archives Library Informa- 1235.42 What specifications and standards for transfer apply to audiovisual, car- tion Center (NWCCA), Room 2380, 8601 tographic, and related records? Adelphi Road, College Park, MD 20740– 1235.44 What general transfer requirements 6001, phone number (301) 837–3415, and is apply to electronic records? available for purchase from the sources 1235.46 What electronic media may be used listed below. If you experience dif- for transferring records to the National ficulty obtaining the standards ref- Archives of the United States? erenced below, contact National Ar- 1235.48 What documentation must agencies chives and Records Administration, transfer with electronic records? Electronic/Special Media Records Serv- 1235.50 What specifications and standards for transfer apply to electronic records? ices Division (NWME), 8601 Adelphi Road, College Park, MD 20740, phone AUTHORITY: 44 U.S.C. 2107 and 2108. number (301) 837–1578. SOURCE: 74 FR 51014, Oct. 2, 2009, unless (c) International Organization for otherwise noted. Standards (ISO). The following ISO

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standards are available from the Amer- ture of CD–ROM for Information Ex- ican National Standards Institute, 25 change, 1990, IBR approved for § 1235.46. West 43rd St., 4th Floor, New York, NY (4) ISO/IEC 15307:1997 (‘‘ISO/IEC 10036, phone number (212) 642–4900, or 15307’’), Information technology—Data online at http://webstore.ansi.org. interchange on 12,7 mm 128-track mag- (1) ISO/IEC 15896:1999 (‘‘ISO/IEC netic tape cartridges—DLT 4 format, 15896’’), Information technology—Data First Edition, December 1, 1997, IBR interchange on 12,7 mm 208- mag- approved for § 1235.46. netic tape cartridges—DLT 5 format, § 1235.10 What records do agencies First Edition, December 15, 1999, IBR transfer to the National Archives of approved for § 1235.46. the United States? (2) ISO/IEC 16382:2000 (‘‘ISO/IEC Agencies must transfer to the Na- 16382’’), Information technology—Data tional Archives of the United States interchange on 12,7 mm 208-track mag- records that have been scheduled as netic tape cartridges—DLT 6 format, permanent on an SF 115, Request for First Edition, May 15, 2000, IBR ap- Records Disposition Authority, records proved for § 1235.46. that are designated as permanent in a (d) Document Engineering Co., Inc. The GRS; and, when appropriate, records following standards are available from that are accretions to holdings (con- the standards reseller DECO—Docu- tinuations of series already ment Engineering Co., Inc., 15210 Stagg accessioned.) Street, Van Nuys, CA, phone number (818) 782–1010, or online at http:// § 1235.12 When must agencies transfer www.doceng.com: records to the National Archives of (1) ANSI X3.39–1986 (‘‘ANSI X3.39’’), the United States? American National : Recorded Permanent records must be trans- Magnetic Tape for Information Inter- ferred to the National Archives of the change (1600 CPI, PE), 1986, IBR ap- United States when: proved for § 1235.46. (a) The records are eligible for trans- (2) [Reserved] fer based on the transfer date specified (e) The following standards are not in a NARA-approved records schedule, available from the original publisher or or a standards reseller. As indicated in (b) The records have been in exist- paragraph (b) of this section, the stand- ence for more than 30 years (see also ards are available for inspection at the § 1235.14). NWCCA. In order to inspect the stand- § 1235.14 May agencies retain records ards at a NARA location other than the for the conduct of regular agency NARA facility in College Park, MD, business after they are eligible for please contact the NWCCA, Room 2380, transfer? 8601 Adelphi Road, College Park, MD (a) Agencies may retain records 20740–6001, phone number (301) 837–3415 longer than specified on a records dis- or e- your request to position schedule only with written ap- [email protected]. proval from NARA. (1) ANSI X3.54–1986 (‘‘ANSI X3.54’’), (b) If the agency determines that the American National Standard: Recorded records are needed for the conduct of Magnetic Tape for Information Inter- regular business, the records officer change (6250 CPI, Group Coded Record- must submit to the National Archives ing), 1986, IBR approved for § 1235.46. and Records Administration, Modern (2) ANSI X3.180–1990 (‘‘ANSI X3.180’’), Records Programs (NWM), 8601 Adelphi American National Standard: Magnetic Road, College Park, MD 20740–6001, Tape and Cartridge for Information phone number (301) 837–1738, a written Interchange—18-Track, Parallel, 1⁄2 request certifying continuing need. inch (12.65 mm), 37871 cpi (1491 cpmm), This certification must: Group-Coded—Requirements for Re- (1) Include a comprehensive descrip- cording, 1990, IBR approved for § 1235.46. tion and location of records to be re- (3) ANSI/NISO/ISO 9660–1990 (‘‘ANSI/ tained; NISO/ISO 9660’’), American National (2) Cite the NARA-approved disposi- Standard for Volume and File Struc- tion authority;

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(3) Describe the current business for (5 U.S.C. 552(b) as amended), that au- which the records are required; thorizes the restrictions. (4) Estimate the length of time the records will be needed (if no date is § 1235.22 When does legal custody of provided by the agency, approved cer- records transfer to NARA? tification requests will be effective for Legal custody of records passes from a maximum of five years); the agency to NARA when the appro- (5) Explain why agency needs cannot priate NARA official signs the SF 258 be met by NARA reference services or acknowledging receipt of the records. copies of records deposited in the Na- tional Archives of the United States; and Subpart B—Administration of (6) If records are retained to enable Transferred Records routine public reference by the agency rather than NARA, cite the statutory § 1235.30 How may records in the Na- authority authorizing this agency ac- tional Archives of the United States be used? tivity. (a) NARA will enforce restrictions § 1235.16 How will NARA respond to that are consistent with FOIA (5 U.S.C. an agency’s request to retain 552(b) as amended) for both official use records? of the records by Federal agencies and (a) Approval. NARA will provide writ- research by the public. ten approval of the request to retain (b) NARA regulations in Subchapter the records for the specified period C of this chapter apply to Federal within 30 days of receipt of the request. agency personnel using transferred (b) Disapproval. NARA will provide records for official Government pur- written disapproval of an agency’s re- poses, and to the public at large. quest within 30 days. Requests will be denied if the agency is retaining the § 1235.32 How does NARA handle re- records primarily to: strictions on transferred records? (1) Provide access services to persons (a) For records less than 30 years old. outside the agency that can be pro- vided by NARA, or Unless required by law, NARA will re- (2) Function as an agency archives, move or relax restrictions on trans- unless specifically authorized by stat- ferred records less than 30 years old ute or by NARA. only with the written concurrence of the transferring agency or, if applica- § 1235.18 How do agencies transfer ble, its successor agency. If the trans- records to the National Archives of ferring agency no longer exists, and the United States? there is no successor, the Archivist Agencies transfer records by submit- may relax, remove, or impose restric- ting a signed SF 258, Agreement to tions to serve the public interest. Transfer Records to the National Ar- (b) For records more than 30 years old. chives of the United States. Each SF (1) After records are more than 30 258 must correlate to a specific records years old, most statutory and other re- series or other aggregation of records, strictions on transferred records ex- as identified in an item on the SF 115 pire. NARA, however, after consulting or cited on the SF 258. with the transferring agency, may keep the restrictions in force for a longer pe- § 1235.20 How do agencies indicate that transferred records contain in- riod. formation that is restricted from (2) See part 1256 of this chapter for public access? restrictions on specific categories of When completing an SF 258, agencies records, including national security must indicate restrictions on the use classified information and information and examination of records and attach that would invade the privacy of an in- a written justification. The justifica- dividual that NARA restricts beyond 30 tion must cite the statute or Freedom years. of Information Act (FOIA) exemption

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§ 1235.34 May NARA destroy trans- unrehearsed events of historical inter- ferred records? est or historically significant phe- NARA will not destroy records trans- nomena: ferred to NARA’s custody except: (i) Original negative or color origi- (a) With the written concurrence of nal; and the agency or its successor, or (ii) Matching print or videotape. (b) As authorized on an SF 258. (b) Video recordings. (1) For videotape, the original or ear- Subpart C—Transfer Specifications liest generation videotape and a copy for reference. Agencies must comply and Standards with requirements in § 1237.12(d) of this § 1235.40 What records are covered by subchapter for original videotapes, al- additional transfer requirements? though VHS copies can be transferred as reference copies. In addition to complying with sub- (2) For video discs, the premaster vid- parts A and B of this part, agencies eotape used to manufacture the video must follow the specifications and re- quirements in this subpart when trans- disc and two copies of the disc. Agen- ferring audiovisual, cartographic, ar- cies must consult the National Ar- chitectural, and electronic records to chives and Records Administration, the National Archives of the United Special Media Archives Services Divi- States. In general, such records must sion, (NWCS), 8601 Adelphi Road, Col- be transferred to the National Archives lege Park, MD 20740, phone number of the United States as soon as they be- (301) 837–2903, before initiating trans- come inactive or whenever the agency fers of video discs that depend on inter- cannot provide proper care and han- active software and nonstandard equip- dling of the records, including adequate ment. storage conditions (see parts 1236 and (c) Still pictures. 1237 of this subchapter). (1) For analog black-and-white photo- graphs, an original negative and a cap- § 1235.42 What specifications and tioned print. The captioning informa- standards for transfer apply to tion may be maintained in another file audiovisual records, cartographic, such as a database if the file number and related records? correlation is clear. If the original neg- In general the physical types de- ative is nitrate, unstable acetate, or scribed below comprise the minimum glass based, the agency must also record elements that are needed for fu- transfer a duplicate negative on a poly- ture preservation, duplication, and ref- ester base. erence for audiovisual records, car- (2) For analog color photographs, the tographic records, and related records. original color negative, color trans- (a) Motion pictures. parency, or color slide; a captioned (1) Agency-sponsored or produced mo- print (or captioning information main- tion picture films (e.g., public informa- tained in another file if the file number tion films) whether for public or inter- correlation is clear); and a duplicate nal use: negative, or slide, or transparency, if (i) Original negative or color original they exist. plus separate optical sound track; (3) For slide sets, the original and a (ii) Intermediate master positive or reference set, and the related audio re- duplicate negative plus optical track cording (in accordance with paragraph sound track; and, (e) of this section) and script. (iii) Sound projection print and video (4) For other pictorial records such as recording, if they exist. posters, original art work, and film- (2) Agency-acquired motion picture strips, the original and a reference films: Two projection prints in good copy. condition or one projection print and (d) Digital photographic records. See 36 one videotape. CFR 1235.48(e) and 1235.50(e) for trans- (3) Unedited footage, outtakes, and fer requirements for digital photo- trims (the discards of film productions) graphic records. that are properly arranged, labeled, (e) Sound recordings. and described and show unstaged, (1) Disc recordings.

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(i) For electronic recordings, the each edition of a printed or processed origination recording regardless of map issued. form and two compact discs (CDs) or (3) Paper copies of computer-related digital video disks (). and computer-plotted maps that can no (ii) For analog disc recordings, the longer be reproduced electronically. master tape and two disc pressings of (4) Index maps, card indexes, lists, each recording, typically a vinyl copy catalogs, or other finding aids that for playback at 331⁄3 revolutions per may be helpful in using the maps minute (rpm). transferred. (2) For analog audio recordings on (5) Records related to preparing, com- magnetic tape (open reel, cassette, or piling, editing, or printing maps, such cartridge), the original tape, or the as manuscript field notebooks of sur- earliest available generation of the re- veys, triangulation and other geodetic cording, and a subsequent generation computations, and project folders con- copy for reference. Agencies must com- taining agency specifications for cre- ply with the requirements in 36 CFR ating the maps. 1237.12(c) of this subchapter for audio (h) Aerial photography and remote recordings. sensing imagery, including: (f) Finding aids and production docu- (1) Vertical and oblique negative aer- mentation. The following records must ial film created using conventional air- be transferred to the National Archives craft. of the United States with the audio- (2) Annotated copy negatives, inter- visual records to which they pertain: negatives, rectified negatives, and (1) Existing finding aids such as data glass plate negatives from vertical and sheets, shot lists, continuities, review oblique aerial film created using con- sheets, catalogs, indexes, list of cap- ventional aircraft. tions, and other documentation that (3) Annotated prints from aerial film are needed or useful to identify or re- created using conventional aircraft. trieve audiovisual records. Agencies (4) Infrared, ultraviolet, multispec- must consult the National Archives tral (multiband), video, imagery radar, and Records Administration, Special and related tapes, converted to a film Media Archives Services Division base. (NWCS), 8601 Adelphi Road, College Park, MD 20740, phone number (301) (5) Indexes and other finding aids in 837–2903, concerning transfer of finding the form of photo mosaics, flight line aids that do not meet the requirements indexes, coded grids, and coordinate of this part for electronic records. grids. (2) Production case files or similar (i) Architectural and related engineer- files that include copies of production ing drawings, including: contracts, scripts, transcripts, and ap- (1) Design drawings, preliminary and propriate documentation bearing on presentation drawings, and models that the origin, acquisition, release, and document the evolution of the design ownership of the production. of a building or structure. (g) Maps and charts. (2) Master sets of drawings that docu- (1) Manuscript maps; printed and ment both the initial design and con- processed maps on which manuscript struction and subsequent alterations of changes, additions, or annotations a building or structure. This category have been made for record purposes or includes final working drawings, ‘‘as- which bear manuscript signatures to built’’ drawings, shop drawings, and re- indicate official approval; and single pair and alteration drawings. printed or processed maps that have (3) Drawings of repetitive or standard been attached to or interfiled with details of one or more buildings or other documents of a record character structures. or in any way made an integral part of (4) ‘‘Measured’’ drawings of existing a record. buildings and original or photocopies of (2) Master sets of printed or proc- drawings reviewed for approval. essed maps issued by the agency. A (5) Related finding aids and specifica- master set must include one copy of tions to be followed.

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(j) Digital geospatial data records. See manent records to the National Ar- § 1235.48(c) for transfer requirements for chives of the United States. (See 36 digital geospatial data records. CFR 1236.28 for the requirements gov- erning the selection of electronic § 1235.44 What general transfer re- records storage media for current agen- quirements apply to electronic records? cy use.) The agency must use only media that is are sound and free from (a) Each agency must retain a copy defects for transfers to the National of permanent electronic records that it Archives of the United States. When transfers to NARA until it receives of- permanent electronic records may be ficial notification that NARA has as- sumed responsibility for continuing disseminated through multiple elec- preservation of the records. tronic media (e.g., magnetic tape, CD– (b) For guidance related to the trans- ROM) or mechanisms (e.g., FTP), the fer of electronic records other than agency and NARA must agree on the those covered in this subpart, the agen- most appropriate medium or method cy must consult with the National Ar- for transfer of the records into the Na- chives and Records Administration, tional Archives of the United States. Electronic/Special Media Records Serv- (b) Magnetic tape. Agencies may ices Division (NWME), 8601 Adelphi transfer electronic records to the Na- Road, College Park, MD 20740, phone tional Archives of the United States on number (301) 837–3420. magnetic tape as follows: (c) When transferring digital photo- (1) Open-reel magnetic tape must be graphs and their accompanying on 1⁄2-inch 9-track tape reels recorded metatdata, the agency must consult at 1600 or 6250 bpi that meet ANSI X3.39 with the National Archives and or ANSI X3.54 (both incorporated by Records Administration, Special Media reference, see § 1235.4), respectively. Archives Services Division (NWCS) for (2) 18-track 3480-class cartridges must digital photographs, 8601 Adelphi Road, be recorded at 37,871 bpi that meet College Park, MD 20740, phone number ANSI X3.180 (incorporated by reference (301) 837–2903. see, § 1235.4). The data must be blocked § 1235.46 What electronic media may at no more than 32,760 per block. be used for transferring records to (3) For DLT tape IV cartridges, the the National Archives of the United data must be blocked at no more than States? 32,760 bytes per block and must con- (a) General. This section specifies the form to the standards cited in the table media or method used to transfer per- as follows:

If you are copying the records on ...... then, the standard below applies.

DLTtape IV with a DLT 4000 drive ...... ISO/IEC 15307 (incorporated by reference see, § 1235.4). DLTtape IV with a DLT 7000 drive ...... ISO/IEC 15896 (incorporated by reference see, § 1235.4). DLTtape IV with a DLT 8000 drive ...... ISO/IEC 16382 (incorporated by reference see, § 1235.4).

(c) Compact-Disk, Read Only Memory records must be in files that contain (CD–ROM) and Digital Video Disks only permanent records. Agencies must (DVDs). Agencies may use CD–ROMs indicate at the time of transfer if a CD– and DVDs to transfer permanent elec- ROM or DVD contains temporary tronic records to the National Archives records and where those records are lo- of the United States. cated on the CD–ROM or DVD. The (1) CD–ROMs used for this purpose agency must also specify whether must conform to ANSI/NISO/ISO 9660 NARA should return the CD–ROM or (incorporated by reference, see § 1235.4). DVD to the agency or dispose of it (2) Permanent electronic records after copying the permanent records to must be stored in discrete files. Trans- an archival medium. ferred CD–ROMs and DVDs may con- (3) If permanent electronic records tain other files, such as software or are stored on both CD–ROM (or DVD) temporary records, but all permanent and other media, such as magnetic

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tape, the agency and NARA must agree scription Form, or their equivalents. on the medium that will be used to Agencies must submit the required transfer the records into the National documentation, if electronic, in an Archives of the United States. electronic form that conforms to the (d) File Transfer Protocol. Agencies provisions of this section. may use File Transfer Protocol (FTP) (b) Data files. Documentation for data to transfer permanent electronic files and data bases must include records to the National Archives of the record layouts, data element defini- United States only with NARA’s ap- tions, and code translation tables proval. Several important factors may (codebooks) for coded data. Data ele- limit the use of FTP as a transfer ment definitions, codes used to rep- method, including the number of resent data values, and interpretations records, record file size, and available of these codes must match the actual bandwidth. Agencies must contact the format and codes as transferred. National Archives and Records Admin- (c) Digital geospatial data files. Digital istration, Special Media Archives Serv- geospatial data files must include the ices Division (NWCS), 8601 Adelphi documentation specified in paragraph Road, College Park, MD 20740, phone (b) of this section. In addition, docu- number (301) 837–2903, or the National mentation for digital geospatial data Archives and Records Administration, files can include metadata that con- Electronic/Special Media Records Serv- forms to the Federal Geographic Data ices Division (NWME), 8601 Adelphi Committee’s Content Standards for Road, College Park, MD 20740, phone Digital Geospatial Metadata, as speci- number (301) 837–1578, to initiate the fied in Executive Order 12906 of April transfer discussions. Each transfer of 11, 1994 (3 CFR, 1995 Comp., p. 882) (Fed- electronic records via FTP must be eral geographic data standards are preceded with a signed SF 258 sent to available at http://www.fgdc.gov/stand- NWME. ards/standardslpublications). (1) FTP file structure may use the 64- (d) Documents containing SGML tags. character Joliet extension naming con- Documentation for electronic files con- vention only when letters, numbers, taining textual documents with SGML dashes (–), and underscores (lll) are tags must include a table for inter- used in the file and/or directory names, preting the SGML tags, when appro- with a slash (/) used to indicate direc- priate. tory structures. Otherwise, FTP file (e) Electronic records in other formats. structure must conform to an 8.3 file (1) This paragraph (e) applies to the naming convention and file directory documentation for the following types structure as cited in ANSI/NISO/ISO of electronic records: 9660 (incorporated by reference, see (i) E-mail messages with attach- § 1235.4). ments; (2) Permanent electronic records must be transferred in discrete files, (ii) Scanned images of textual separate from temporary files. All per- records; manent records must be transferred in (iii) Records in portable document files that contain only permanent format (PDF); records. (iv) Digital photographic records; and (v) Web content records. § 1235.48 What documentation must (2) Guidance on the documentation agencies transfer with electronic for electronic records in these formats records? are available on the NARA Electronic (a) General. Agencies must transfer Records Management Initiative Web documentation adequate to identify, page at http://www.archives.gov/records- service, and interpret the permanent mgmt/initiatives/transfer-to-nara.html or electronic records This documentation from the National Archives and must include completed NARA Form Records Administration, Special Media 14097, Technical Description for Trans- Archives Services Division (NWCS), fer of Electronic Records, for magnetic 8601 Adelphi Road, College Park, MD tape media, and a completed NARA 20740, phone number (301) 837–2903 for Form 14028, Information System De- digital photographs and metadata, or

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the National Archives and Records Ad- except record length indicators for ministration, Electronic/Special Media variable length records, or marks de- Records Services Division (NWME), limiting a data element, field, record, 8601 Adelphi Road, College Park, MD or file. If records or data elements in 20740, phone number 301–837–1578, for different files need to be linked or com- other electronic records. bined, then each record must contain one or more data elements that con- § 1235.50 What specifications and stitute primary and/or foreign keys en- standards for transfer apply to elec- abling valid linkages between the re- tronic records? lated records in separate files. (a) General. (c) Digital geospatial data files. Digital (1) Agencies must transfer electronic spatial data files must be transferred records in a format that is independent to the National Archives of the United of specific hardware or software. Ex- States in a format that complies with cept as specified in paragraphs (c) a non-proprietary, published open through (e) of this section, the records standard maintained by or for a Fed- must be written in American Standard eral, national, or international stand- Code for Information Interchange ards organization. Acceptable transfer (ASCII) or Extended Binary Coded Dec- formats include the Geography Markup imal Interchange Code (EBCDIC) with Language (GML) as defined by the all control characters and other non- Open GIS Consortium. data characters removed. Agencies (d) Textual documents. Electronic tex- must consult with the National Ar- tual documents must be transferred as chives and Records Administration, plain ASCII files; however, such files Electronic/Special Media Records Serv- may contain standard markup lan- ices Division (NWME), 8601 Adelphi guage such as Standard Generalized Road, College Park, MD 20740, phone Markup Language (SGML) or XML number (301) 837–1578 about electronic tags. records in other formats. (e) Electronic mail, scanned images of (2) Agencies must have advance ap- textual records, portable document format proval from NARA for compression of records, digital photographic records, and the records, and agencies must comply Web content records. For guidance on with a request from NARA to provide the transfer of these records to NARA, the software to decompress the records. agencies should consult the transfer re- (3) Agencies interested in transfer- quirements available on the NARA ring scheduled electronic records using Electronic Records Management Initia- a Tape Archive (TAR) utility must con- tive Web page at http:// tact the National Archives and Records www.archives.gov/records-mgmt/initia- or contact the Administration, Electronic/Special tives/transfer-to-nara.html National Archives and Records Admin- Media Records Services Division istration, Special Media Archives Serv- (NWME), 8601 Adelphi Road, College ices Division (NWCS), 8601 Adelphi Park, MD 20740, phone number (301) Road, College Park, MD 20740, phone 837–1578 to initiate transfer discussions. number 301–837–2903 for digital photo- (b) Data files and databases. Data files graphs and metadata, or the National and databases must be transferred to Archives and Records Administration, the National Archives of the United Electronic/Special Media Records Serv- States as flat files or as rectangular ta- ices Division (NWME), 8601 Adelphi bles; i.e., as two-dimensional arrays, Road, College Park, MD 20740, phone lists, or tables. All ‘‘records’’ (within number (301) 837–1578, for other elec- the context of the computer program, tronic records, as opposed to a Federal record) or ‘‘tuples,’’ i.e., ordered collections of data items, within a file or table must PART 1236—ELECTRONIC RECORDS have the same logical format. Each MANAGEMENT data element within a record must con- tain only one data value. A record Subpart A—General must not contain nested repeating Sec. groups of data items. The file must not 1236.1 What are the authorities for part contain extraneous control characters, 1236?

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