Category: Records Storage and Media
Federal Records Center Program
Also known as: FRC Program, Federal Records Centers Program, FRC
Simply put
The Federal Records Center Program is a United States federal government service, administered by the National Archives and Records Administration (NARA), that provides storage facilities for federal agency records. These centers hold records on behalf of agencies and support activities such as transferring, retrieving, and returning records, but they are storage facilities and do not operate public research rooms.
Formal definition
The Federal Records Center (FRC) Program is a NARA-administered network of records storage facilities used by U.S. federal agencies to store and manage records, with supporting processes for the transfer, retrieval, and return of records. Under 36 CFR 1253.4, FRCs function as storage facilities and do not maintain public research rooms or public hours. Facilities considered part of the program include the National Personnel Records Center (NPRC) and the Washington National Records Center (WNRC). According to NARA, the program is no longer accepting new Records Management Consulting Services (RMCS) agreements, and the associated office is scheduled to sunset by September 30, 2025; this notice concerns RMCS consulting-service agreements rather than a general cessation of records storage.
Why it matters
For U.S. federal agencies, the Federal Records Center Program provides a centralized, NARA-administered option for storing records that must be retained beyond their period of active use but that are not yet ready for final disposition. Because federal records remain subject to retention schedules and eventual disposition decisions, whether that means eventual transfer to the National Archives for permanent preservation or authorized destruction, having a controlled storage environment supports the integrity and accountability of recordkeeping across the government. The program is properly understood as a storage service rather than a public archives; under 36 CFR 1253.4, the centers function as storage facilities and do not operate public research rooms or maintain public hours, which distinguishes them from the research-oriented facilities of the National Archives.
Who it's relevant to
Federal agency records managers
Records managers within U.S. federal agencies rely on the program to store inactive or semi-active records off-site while retaining control over retrieval and eventual disposition. They should be aware of the published procedures for transferring, retrieving, and returning records, and should note that the centers are storage facilities rather than public research rooms.
Agencies using Records Management Consulting Services
Agencies that have used, or planned to use, the program's Records Management Consulting Services (RMCS) should note NARA's notice that the program is no longer accepting new RMCS agreements and that the associated office is scheduled to sunset by September 30, 2025. This notice concerns RMCS consulting-service agreements specifically and should not be read as a general cessation of records storage.
Personnel and civilian records requesters
Those seeking access to records held at facilities such as the National Personnel Records Center (NPRC) should understand that these centers operate as storage facilities without public research rooms or public hours, so access typically follows the request and retrieval processes NARA describes rather than in-person research.
Information governance and compliance staff
Governance and compliance personnel supporting federal agencies should treat the program as one component of a broader recordkeeping framework. Storage in a records center does not alter an agency's underlying retention and disposition obligations, and decisions about eventual transfer or destruction continue to depend on applicable schedules and authorities.
Inside FRC Program
Records Storage and Servicing
The core function of the program is the physical storage of agency records that have passed out of active use but remain subject to approved retention requirements. Records typically remain in the legal custody of the originating agency while in the physical custody of the storage facility, and servicing includes retrieval, reference, and refile activities on request.
Legal versus Physical Custody
A defining feature is the separation of legal custody, which generally stays with the transferring agency, from physical custody, which passes to the storage facility. This distinction matters for access, disposition authority, and accountability, since the agency typically remains responsible for decisions affecting its records even while they are stored offsite.
Disposition Execution
The program supports the execution of disposition actions in accordance with approved schedules. Depending on the applicable schedule, disposition may include destruction of records that have met their retention, or transfer of records identified as permanent to archival custody. Disposition is broader than destruction and should not be treated as synonymous with it.
Records Management Consulting Services (RMCS)
RMCS refers to consulting-type services offered to agencies, distinct from the routine storage and servicing of records. Practitioners should note that RMCS denotes a consulting-service offering rather than a cost-accounting mechanism, and that changes affecting RMCS agreements do not necessarily affect general storage arrangements.
Reimbursable Service Model
Services are generally provided on a fee-for-service or reimbursable basis, so that agencies pay for the storage and servicing they use. The specific terms, availability, and pricing depend on program policy and may change over time.
Common questions
Answers to the questions practitioners most commonly ask about FRC Program.
Does transferring records to a Federal Records Center mean they have been permanently archived or accessioned into the National Archives?
No. Transferring records to a Federal Records Center for storage is generally distinct from accessioning them into the National Archives as permanent archival holdings. When agencies send records to a Federal Records Center, the storage typically constitutes physical custody and management of records during their retention period, while the originating agency usually retains legal ownership and control. Records held in this way may later be destroyed at the end of an approved retention period or, if scheduled as permanent, may subsequently be accessioned into the National Archives. Storage in a records center should therefore not be equated with permanent preservation or with a change in ownership; the disposition outcome depends on the applicable records schedule.
Does 'RMCS' in this context refer to a system for calculating storage fees?
No. In NARA usage, RMCS refers to Records Management Consulting Services, not to a cost or fee-calculation system. It denotes advisory and consulting support related to records management rather than the mechanism by which storage or reimbursable charges are determined. Confusing RMCS with a billing or cost system can lead to misunderstandings about what services an agency is engaging; readers should treat storage services and consulting services as separate offerings that may be governed by separate agreements.
How does an agency determine what may be transferred to a Federal Records Center?
Eligibility for transfer typically depends on the records having an approved retention schedule and on their meeting the program's requirements for accepted records. In general, an agency identifies inactive or semi-active records that still require retention but are no longer needed for frequent reference, confirms the applicable disposition instructions, and prepares the records according to the program's transfer procedures. Because requirements and eligible record types depend on program policy and the applicable schedules, agencies should consult current program guidance rather than assuming any category of record is automatically eligible.
How is legal ownership and access to records managed once they are in a records center?
In many arrangements, the transferring agency retains legal ownership and control over its records while the records center provides physical storage and servicing, such as retrieval and refile. Access to the records is generally directed through the owning agency, which remains responsible for decisions about use, release, and any applicable access restrictions. Because responsibilities can vary by arrangement and by the sensitivity or classification of the records, agencies should clarify custody, access, and control terms in their governing agreements.
What happens to records at the end of their retention period while in a records center?
Disposition at the end of the retention period depends on the disposition instructions in the applicable records schedule. Records scheduled as temporary are typically eligible for destruction once their retention period has elapsed and any applicable approvals are in place, while records scheduled as permanent are typically transferred for permanent preservation rather than destroyed. Disposition should not be assumed to mean destruction in every case, since it may include transfer or accessioning; the specific outcome follows the approved schedule.
How should an agency handle records subject to a legal hold that are stored in a records center?
When records are subject to a legal hold, litigation hold, or similar preservation obligation, they should generally be suspended from any scheduled destruction regardless of whether their retention period has expired, until the hold is lifted. Agencies typically need processes to identify affected records held in a records center, communicate the hold to the storage provider, and confirm that disposition actions are paused. Because the scope and duration of holds depend on jurisdiction, sector, and the specific matter, agencies should coordinate with legal counsel and document the hold and its release.
Common misconceptions
Sending records to the program is the same as archiving them permanently.
Storage in the program is not equivalent to archival preservation. Most stored records are temporary and are eventually destroyed once they meet their approved retention. Only records appraised as permanent are transferred to archival custody; retention and archiving are distinct concepts and should not be conflated.
RMCS stands for a reimbursable cost-accounting system.
In this context RMCS refers to Records Management Consulting Services, a consulting-type offering to agencies. It is not a cost-accounting or billing mechanism, and confusing the two mischaracterizes what the acronym describes.
Once records are transferred, the storing facility owns them and controls their disposition.
The transferring agency typically retains legal custody and disposition authority even though the facility holds physical custody. Disposition actions are generally carried out on behalf of the agency in accordance with approved schedules, not decided unilaterally by the storage facility.
Best practices
Confirm the applicable disposition schedule for records before transfer, and distinguish clearly between temporary records slated for eventual destruction and permanent records intended for archival transfer.
Maintain accurate records of what is stored, including box- and file-level descriptions, so that retrieval, reference, and disposition can be executed reliably.
Track the distinction between legal custody, which typically remains with your agency, and physical custody at the storage facility, and ensure staff understand who holds disposition authority.
Do not treat offsite storage as a substitute for archival preservation; verify appraisal decisions so that permanent records are identified and routed to archival custody rather than destroyed.
Distinguish routine storage and servicing arrangements from Records Management Consulting Services (RMCS) when planning agreements, since changes to one do not necessarily affect the other.
Budget for reimbursable service costs and review agreement terms periodically, as availability, scope, and pricing of services may change over time.