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.

State Archives and State Records staff are available to assist agency staff in applying records retention schedules and identifying records of permanent value for transfer to the State Archives.

For Constitutional Officers, please review the following basic guidance document:

Please note that there are specific records retention schedules for the offices of Elected Officials:

Please review the following steps in order to transfer your records to the State Archives. We encourage you to reach out with questions at any point in the process and the Archives Staff will be happy to help.

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/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: All files should be appropriately labeled and any corresponding metadata should be included alongside the record.

Step 2: Complete & submit 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 are useful in understanding or retrieving records.

Submit completed forms to Hannah Chapman, Accessioning Archivist: hchapman@admin.nv.gov.

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, 378.260, 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 split any 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 an external device. Archives staff will work with the records creator or agency’s records officer to securely transfer electronic records.

Physical records may be delivered by agency staff appointment or shipped to:

Nevada State Archives
100 N. Stewart Street 
Carson City, NV 89701

We recommend that you do not keep duplicate or personnel copies of any records transferred to the State Archives. Please reach back out to the State Archives at any time to access your historical records.

Ask an Archivist

Phone: 775-684-3310

Email: statearchives@admin.nv.gov