Service References

Service References

The Federal Records Centres (FRCs) play a crucial role in facilitating access to government records for various agencies. Here's a breakdown of the key services they offer:

1. Reference Requests: Most requests made to FRCs are for temporary withdrawals (loans) of agency records. These records are to be returned after agency use for refiling in the FRC.
2. Retrieval of Records: The Archives and Records Centers Information System (ARCIS) is the primary method for retrieving records from the Federal Records Centers. Agencies may also request records through the Federal Records Centers Reference Request Optional Form 11 (OF 11), Electronic OF 11, or other formats.
3. Returning Records: When returning agency files to the Federal Records Center, it's important to write the word "REFILE" on the white copy of the OF 11 or ARCIS request form that accompanied the requested file. Refiles should be returned to the records centers in their original folders or containers (boxes) unless a prior arrangement has been made.
4. Permanent Withdrawals: Permanent withdrawals are removed and retained by the agency.
5. Digital Delivery: For those seeking digital copies of specific documents/folders/case files stored at a NARA Federal Records Center, Digital Delivery is an option.
6. Urgent/Special Requests: For urgent or special requests, delivery options include overnight delivery, delivery by agency, and FRC Metro Courier Service.
7. ARCIS Accounts: To sign up for an ARCIS account, please contact your agency Records Officer. Agencies participating in Stratified Report Invoicing must include a caret (^) followed by a valid, legible two-character charge code encircled on the top right front of every request.
8. Surcharge: There is a surcharge on all non-ARCIS Portal records transfer requests.
9. Information on the OF 11 Form: The OF 11 form is a three-part form used for reference requests. The first part (white) is used by the records centre to service the request. The second part (pink) is retained by the requesting agency for tracking and control purposes. The last part (tan) is used as a charge out for the file/box until it is returned from the agency for refiling.
10. Communication: FRCs will contact agency customers when expanded refiles are too large for their original location. Agencies may e-mail reference requests by completing the PDF version of the OF 11 and sending it to their local FRC. However, the search did not return the name of the director of the Federal Records Center where an electronic OF 11 request can be sent by email.

In summary, the Federal Records Centres offer a comprehensive service for government agencies, enabling them to access, manage, and return records efficiently. Whether it's through ARCIS, the OF 11 form, or other methods, agencies can rest assured that their records are in good hands.

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