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 (775-684-3310) and State Records (775-684-3411) 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, we have created a basic guidance document for you to review:

Step 1: Preparing electronic or paper records for transfer

• Check that the disposition method listed on the corresponding Retention Schedule is "Permanent: Transfer to State Archives."
• Remove/delete duplicates and non-permanent records.
• Keep records in the order they appeared when active (alphabetical, chronological, etc.).
• 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

To transfer paper or electronic records to the State Archives, complete the Archives Transfer Form, using the applicable retention schedules to obtain details about the records. Submit completed forms to hchapman@admin.nv.gov.

Please include any related indexes, descriptions, or metadata that are useful in understanding or retrieving records.

On the Transfer Forms, it is intended for agencies to use one line per records series / RDA #. For example, all the meeting materials would be on the same line regardless of how many boxes those meeting materials took up. You are welcome to write in how many boxes you have of each records series either next to the Records Series title, up in the notes field, or include that information in your email.

When completing the Transfer Form, please double check that the disposition method listed on the corresponding Retention Schedule is "Permanent: Transfer to State Archives."

Please reach out with any questions and the Archives Staff will be happy to help.

Step 3: Transfer the records

Once the transfer form has been processed, a staff member will contact the agency’s records officer to schedule the transfer.

There is no limit to how many boxes can be dropped off at a time. The only requirements are that:

1. The records must have reached the end up their retention period
2. The disposition method on the retention schedule states “Permanent: Transfer to Archives"
3. A Transfer Form has been filled out and received by an Archives staff member

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

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.