Transfer Records - Nevada State Archives Research Room Policy - Nevada State Library, Archives and Public Records at Nevada Stat
Source: https://nsla.nv.gov/archives/transfer-records
Archived: 2026-04-23 17:13
Transfer Records - Nevada State Archives Research Room Policy - Nevada State Library, Archives and Public Records at Nevada State Library and Archives
Skip to Main Content
Nevada State Archives Research Room Policy
About
Toggle Dropdown
Reproduction Fees
History
Visit the Archives
Toggle Dropdown
Research Room Policy
Tours
Search the Archives
Toggle Dropdown
Genealogy at the Nevada State Archives
Transfer Records
Statutes, Regulations, & Resources
State Historical Records Advisory Board
Directory of Organizations
Archival Education Resources
Archives Month
Transfer Records
The State Archives preserves and provides access to state records of enduring value. State records are retained by the agency that created them until the records are scheduled for disposition in accordance with applicable
Nevada State Retention Schedules
. Records designated “Permanent: Transfer to State Archives” must be transferred to the State Archives once they have met retention requirements.
Constitutional Officers
For Constitutional Officers, please review the following basic guidance document:
Constitutional Officers Records Guidance
Please note that there are specific records retention schedules for the offices of Elected Officials:
Elected Officials Records Retention Schedules
How to Transfer Records to the State Archives
Please review the following steps to transfer your records to the State Archives. We encourage you to reach out with questions at any point in the process, and Archives staff will be happy to assist.
Step 1: Preparing electronic or paper records for transfer
Check that all records are eligible for transfer:
The disposition method listed on the corresponding Retention Schedule is
"Permanent: Transfer to State Archives."
The records have reached the end of their retention period.
Prepare the records for future accessibility:
Remove or delete duplicates and non-permanent records.
Keep records in the order they appeared when active (alphabetical, chronological, etc.).
Label all records appropriately:
Physical records: Label all folders.
Electronic records: Files should be clearly labeled, and any associated metadata should be included with the record.
Step 2: Complete and submit the transfer form
Complete the Archives Transfer Form(s) using the
applicable retention schedules
to obtain details about the records. Please include any related indexes, descriptions, or metadata that will assist in understanding or retrieving the records.
Archives Transfer Form (PDF Fillable)
Paper records
Archives Transfer Form (PDF Fillable)
Electronic records
Submit completed forms by email to Hannah Chapman, Accessioning Archivist.
When completing your transfer form, please double check that the disposition method listed on the corresponding Retention Schedule is
"Permanent: Transfer to State Archives."
Records transferred to the State Archives are appraised for historical, fiscal, and administrative value and are either accessioned into the Archives or disposed of in accordance with retention schedules and the State Archives Collection Policy.
Records accessioned into the State Archives transfer to the legal custody of the State Archives, except as provided by law (
NRS 378.250
,
NRS 378.260
,
NRS 378.320
). Record series that were incorrectly identified and are not permanent records will be destroyed and the agency will be notified accordingly.
Step 3: Transfer the records
Once the Transfer Form has been processed, the Accessioning Archivist will contact you to schedule the transfer.
There is no limit to how many boxes can be dropped off at a time. However, staff may divide large transfers into multiple batches over a period of time. Batch transfers do not require additional paperwork or transfer forms.
Electronic records may be transferred via the network (preferred) or by external device. Archives staff will work with the records creator or agency records officer to securely transfer electronic records.
Physical records may be delivered by agency staff by appointment or shipped to:
Nevada State Archives
100 N. Stewart Street
Carson City, NV 89701
Accessing your records
We recommend that you do not keep duplicate or personnel copies of any records transferred to the State Archives. Please contact the State Archives at any time to access your historical records.
Ask an Archivist
Phone:
775-684-3310
Email the Nevada State Archives
<<
Previous:
Genealogy at the Nevada State Archives
Next:
Statutes, Regulations, & Resources >>
Last Updated:
Apr 16, 2026 8:38 AM
URL:
https://nsla.nv.gov/archives
Print Page
Login to LibApps
The Nevada State Library, Archives, and Public Records are actively working to ensure our website conforms to the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA. We are currently updating our digital infrastructure to meet the requirements of Title II of the Americans with Disabilities Act (ADA). This initiative involves a comprehensive review of our web content to ensure it provides an equal experience for individuals with disabilities. We recognize that there may still be areas for improvement. If you encounter any barriers or have difficulty accessing any part of our site,
we want to hear from you.
Skip to Main Content
Nevada State Archives Research Room Policy
About
Toggle Dropdown
Reproduction Fees
History
Visit the Archives
Toggle Dropdown
Research Room Policy
Tours
Search the Archives
Toggle Dropdown
Genealogy at the Nevada State Archives
Transfer Records
Statutes, Regulations, & Resources
State Historical Records Advisory Board
Directory of Organizations
Archival Education Resources
Archives Month
Transfer Records
The State Archives preserves and provides access to state records of enduring value. State records are retained by the agency that created them until the records are scheduled for disposition in accordance with applicable
Nevada State Retention Schedules
. Records designated “Permanent: Transfer to State Archives” must be transferred to the State Archives once they have met retention requirements.
Constitutional Officers
For Constitutional Officers, please review the following basic guidance document:
Constitutional Officers Records Guidance
Please note that there are specific records retention schedules for the offices of Elected Officials:
Elected Officials Records Retention Schedules
How to Transfer Records to the State Archives
Please review the following steps to transfer your records to the State Archives. We encourage you to reach out with questions at any point in the process, and Archives staff will be happy to assist.
Step 1: Preparing electronic or paper records for transfer
Check that all records are eligible for transfer:
The disposition method listed on the corresponding Retention Schedule is
"Permanent: Transfer to State Archives."
The records have reached the end of their retention period.
Prepare the records for future accessibility:
Remove or delete duplicates and non-permanent records.
Keep records in the order they appeared when active (alphabetical, chronological, etc.).
Label all records appropriately:
Physical records: Label all folders.
Electronic records: Files should be clearly labeled, and any associated metadata should be included with the record.
Step 2: Complete and submit the transfer form
Complete the Archives Transfer Form(s) using the
applicable retention schedules
to obtain details about the records. Please include any related indexes, descriptions, or metadata that will assist in understanding or retrieving the records.
Archives Transfer Form (PDF Fillable)
Paper records
Archives Transfer Form (PDF Fillable)
Electronic records
Submit completed forms by email to Hannah Chapman, Accessioning Archivist.
When completing your transfer form, please double check that the disposition method listed on the corresponding Retention Schedule is
"Permanent: Transfer to State Archives."
Records transferred to the State Archives are appraised for historical, fiscal, and administrative value and are either accessioned into the Archives or disposed of in accordance with retention schedules and the State Archives Collection Policy.
Records accessioned into the State Archives transfer to the legal custody of the State Archives, except as provided by law (
NRS 378.250
,
NRS 378.260
,
NRS 378.320
). Record series that were incorrectly identified and are not permanent records will be destroyed and the agency will be notified accordingly.
Step 3: Transfer the records
Once the Transfer Form has been processed, the Accessioning Archivist will contact you to schedule the transfer.
There is no limit to how many boxes can be dropped off at a time. However, staff may divide large transfers into multiple batches over a period of time. Batch transfers do not require additional paperwork or transfer forms.
Electronic records may be transferred via the network (preferred) or by external device. Archives staff will work with the records creator or agency records officer to securely transfer electronic records.
Physical records may be delivered by agency staff by appointment or shipped to:
Nevada State Archives
100 N. Stewart Street
Carson City, NV 89701
Accessing your records
We recommend that you do not keep duplicate or personnel copies of any records transferred to the State Archives. Please contact the State Archives at any time to access your historical records.
Ask an Archivist
Phone:
775-684-3310
Email the Nevada State Archives
<<
Previous:
Genealogy at the Nevada State Archives
Next:
Statutes, Regulations, & Resources >>
Last Updated:
Apr 16, 2026 8:38 AM
URL:
https://nsla.nv.gov/archives
Print Page
Login to LibApps
The Nevada State Library, Archives, and Public Records are actively working to ensure our website conforms to the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA. We are currently updating our digital infrastructure to meet the requirements of Title II of the Americans with Disabilities Act (ADA). This initiative involves a comprehensive review of our web content to ensure it provides an equal experience for individuals with disabilities. We recognize that there may still be areas for improvement. If you encounter any barriers or have difficulty accessing any part of our site,
we want to hear from you.