Guidance on Information Retrieval
The Automated Records Center Information System (ARCIS), available at www.ourwebsite.gov/frc/arcis, serves as the primary method for agencies to retrieve records from Federal Records Centers. This coordinated system simplifies records management practices by enabling electronic submissions and tracking of requests, thereby improving efficiency and record access control.
Each year, Federal Records Centers process over 13 million reference requests for Federal agencies, equivalent to more than 100 requests every minute. Agencies may also submit requests via letter, email, memo, or agency-specific forms, but ARCIS offers a more streamlined approach.
The OF 11 form, a three-part form used for reference requests, is a crucial component of the system. The first part (white) is used by the records center to service the request, while the last part (tan) acts as a charge out for the file or box until it is returned for refiling. The requesting agency retains the second part (pink) for tracking and control purposes.
Urgent or special requests can be delivered via overnight delivery, agency pick-up, or the FRC Metro Courier Service. Agencies participating in Stratified Report Invoicing must include a specific code on their reference requests.
When returning agency files to the Federal Records Center, it is essential to write "REFILE" on the white copy of the OF 11 or ARCIS request form and include the same information that was contained on the original request: transfer number, transfer's FRC location number, box number, file name or file number, and agency charge code.
Digital Delivery is an option for obtaining copies of specific documents, folders, or case files stored at a NARA Federal Records Center. To sign up for an ARCIS account, please contact your agency Records Officer.
It's worth noting that there is a surcharge on all non-ARCIS Portal records transfer requests. Most reference requests are for temporary withdrawal (loan) of agency records, with permanent withdrawals being removed and retained by the agency.
Agencies may submit reference requests using four methods: ARCIS, Federal Records Centers Reference Request Optional Form 11 (OF 11), Electronic OF 11, and other formats. Agencies may also fax or email reference requests to the designated numbers or addresses for each Federal Records Center.
In all cases, include specific information in the reference request: transfer number, agency box number, folder name/number (if applicable), type of request, date, contact information, and applicable reason (e.g., Freedom of Information Act, Privacy Act, or congressional interest).
By utilising ARCIS, agencies can effectively manage their records retrieval and disposition needs, fostering a more efficient and organised approach to records management.
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