Sf 135 Form

What is the SF 135?

The SF 135, also known as the "Records Transmittal and Receipt," is a form used by federal agencies in the United States to transfer records to the National Archives and Records Administration (NARA). This form serves as a formal request for the transfer of records that are no longer needed for current operations but must be retained for legal, historical, or administrative purposes. It ensures proper documentation and tracking of records as they move from agency custody to archival storage.

How to use the SF 135

Using the SF 135 involves several key steps to ensure that records are accurately documented and transferred. First, gather all necessary information about the records being transferred, including their descriptions, dates, and the specific series they belong to. Next, complete the SF 135 form by filling in the required fields, such as the agency name, the records' title, and the date of transfer. After completing the form, submit it along with the records to NARA, ensuring compliance with any specific guidelines provided by the agency.

Steps to complete the SF 135

Completing the SF 135 requires careful attention to detail. Follow these steps for a successful submission:

1. Identify the records to be transferred and ensure they are eligible for transfer.
2. Fill out the SF 135 form, providing accurate information about the records, including their title, date range, and the volume of records.
3. Include any additional documentation required by NARA, such as a records retention schedule.
4. Review the completed form for accuracy and completeness.
5. Submit the form along with the records to the appropriate NARA facility.

Legal use of the SF 135

The SF 135 is legally binding when properly completed and submitted. It serves as an official record of the transfer of custody of records from an agency to NARA. Compliance with federal regulations regarding records management is essential to ensure that the transfer is recognized legally. Agencies must adhere to the guidelines set forth in the Federal Records Act and any other applicable statutes to maintain the integrity and legality of the records being transferred.

Key elements of the SF 135

Several key elements must be included in the SF 135 to ensure its effectiveness:

• Agency Information: The name and contact information of the agency transferring the records.
• Records Description: Detailed descriptions of the records, including titles and dates.
• Transfer Dates: The date on which the records are being transferred.
• Volume of Records: The total quantity of records being sent to NARA.
• Signature: The signature of the agency representative responsible for the transfer.

Form Submission Methods

The SF 135 can be submitted through various methods, depending on the agency's preference and NARA's guidelines. Common submission methods include:

• Online Submission: Some agencies may allow electronic submission via secure portals.
• Mail: The completed form and records can be sent through postal services to the designated NARA facility.
• In-Person Submission: Agencies may also choose to deliver records directly to NARA offices.