§ 1236.58 - Transfer metadata.

§ 1236.58 Transfer metadata.

When agencies transfer permanent records to the National Archives' legal and physical custody, the agency must provide transfer metadata to NARA. The transfer metadata must be entered into the Electronic Records Archives (ERA) when the Transfer Request (TR) is created to begin transferring the records. Each transfer of digital records must include the following metadata that applies to the transfer as a whole:

Table 1 to § 1236.58—Transfer Metadata Table

Metadata label	Required fields	Description	Requirement level
Transfer Request Number	Transfer Request Number	The number automatically generated when a Transfer Request is created	Mandatory.
Transfer Title	Transfer Title	The name assigned to the collection, set or series of records the agency is transferring to NARA	Mandatory.
Dates	Inclusive Start Date	The beginning date on which the record group, collection, series, or set the agency is transferring to NARA was created, maintained, or accumulated by the creator	Mandatory.
	Inclusive End Date	The last date on which the record group, collection, series, or set the agency is transferring to NARA was created, maintained, or accumulated by the creator	Mandatory.
Creating Organization	Creating Organization	The name of the organization responsible for creating, accumulating, or maintaining the collection, series, or set when in working (primary) use	Mandatory.
Record Group Number	Parent Record Group Number	The unique number assigned to a record group	Mandatory.
General Records Type	General Records Type	The general form of the records set, series, or collection the agency is transferring, including but not limited to: architectural and engineering drawings, artifacts, data files, maps and charts, moving images, photographs, and other graphic materials, sound recordings, textual records, or web pages	Mandatory.
Access Restrictions	Access Restriction Status	Indicate whether or not there are access restrictions on the set, collection, or series of records the agency is transferring to NARA	Mandatory.
	Specific Access Restriction	Specific access restrictions on the set, collection, or series of records, including but not limited to: restrictions based on national security considerations, donor restrictions, court orders, and other statutory or regulatory provisions, including Privacy Act and Freedom of Information Act (FOIA) exemptions	Mandatory if access restriction exists.
Use Restrictions	Use Restriction Status	Indicate whether or not there are use restrictions on the set, collection, or series of records transferring to NARA	Mandatory.
	Specific Use Restriction	The type of use restrictions on the set, collection, or series of records, including but not limited to restrictions based on: copyright, trademark, service mark, donor, or statutory provisions, including Privacy Act and Freedom of Information Act (FOIA) exemptions	Mandatory if use restriction exists.
Records Schedule Number	Records Schedule Number	The number NARA assigned to the agency records schedule that applies to all the records in the collection, series, or set transferring	Mandatory.