Terms of Agreement
The conditions of the deposit, citing 44 U.S.C. 2107 and 2108, 44 U.S.C. Chapter 21, 36 CFR XII and 36 CFR Part 1256, and what the Archivist may do with non-record material.
SF258
Agreement to Transfer Records to the National Archives of the United States
- Agency
- GSA
- Revision
- Rev. 9/1995
- Fillable fields
- 70
- Pages
- 2
- Official source
- GSA form page
- Checked
- October 20, 2026
Standard Form 258 (SF 258): Agreement to Transfer Records to the National Archives
Standard Form 258 (SF 258), Agreement to Transfer Records to the National Archives of the United States, is a National Archives and Records Administration (NARA) form. Its footer prints SF 258 (9/95) and Prescribed by NARA 36 CFR 1226, and GSA hosts a copy in its forms library.
The Terms of Agreement say the records described are deposited in the National Archives of the United States in accordance with 44 U.S.C. 2107, and that under 44 U.S.C. 2108 custody becomes the responsibility of the Archivist of the United States at the time of transfer. The transferring agency certifies that any restrictions on use conform with 5 U.S.C. 552.
The instructions say the form may be initiated by the transferring agency or by NARA, and that a separate SF 258 is prepared for each series or SF 115 item being transferred. You can fill it out free in your browser on this page and download the result without an account.
What's on SF 258
Blocks 1 to 3: control number and approvals
Interim control number for NARA use only, agency approval with signature, date, name, title and mailing address, and NARA approval with the same.
Blocks 4 to 6: the records and their source
Records series title and date span, the agency, major and minor subdivision, the unit that created the records, the agency contact, and the disposition authority.
Blocks 7 to 10: classification, location and volume
Whether security classified information is present and its level, where the records are now (agency or Federal Records Center), their physical forms, and volume in cubic meters and cubic feet with containers.
Blocks 11 to 14: access and attachments
Date the records are eligible for transfer, whether they are fully available for public use, whether they are subject to the Privacy Act, and which attachments are included.
Blocks 15 to 17: completed by NARA
Shipping instructions and remarks regarding disposition, the signature accepting the records into the National Archives, and the National Archives accession number.
How to complete SF 258
- 1
Use one form per series
The instructions say to prepare a separate SF 258 for each series or SF 115 item being transferred.
- 2
Complete the agency blocks
When the agency starts the form, it completes blocks 2 and 4 through 14. When NARA starts it, the agency completes block 2 and completes or corrects blocks 4 through 14. Block 2 is signed and dated.
- 3
Cite the disposition authority
The instructions say the block 6 citation must be included: the item number in a NARA-approved SF 115, or in an agency manual based on one, with the manual pages attached.
- 4
Explain any limits on use
If the records are not fully available for public use, block 12 asks for the limits and justification. The instructions say FOIA exemptions are fully justified and listed.
- 5
Attach the supporting papers
For records in a Federal records center, attach each applicable SF 135 Records Transmittal and Receipt. Block 14 lists other attachments, such as an agency manual excerpt or a Privacy Act notice.
- 6
Send the original ahead of the transfer
The instructions say the agency sends the original to the appropriate address 60 days before the records are to be transferred to the National Archives.
Why fill Form SF258 on indox
You get the real form, filled in a browser tab, with nothing standing between you and the finished PDF.
- Fill the form right in your browser, no software to install
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- The official blank straight from the GSA, not a copy someone retyped
- Works on a phone, tablet or computer
Where it goes and what the form says
Mailing address printed on the form
Accessions Control Staff (NN-E), Office of the National Archives, National Archives and Records Administration, 8601 Adelphi Road, College Park, MD 20740-6001, or the appropriate National Archives regional archives.
Telephone printed on the form
The 9/95 form says that if you do not know the address of the appropriate regional archives, telephone the Accessions Control Staff at 301-713-6655.
Timing
The instructions say the original is sent 60 days before the records are to be transferred to the National Archives.
When the transfer is final
The form says transfers to NARA are not final until NARA has signed block 16, and that NARA sends the agency a copy of the completed form.
Privacy Act records
The form says the National Archives is required to notify the public, through the Federal Register, when it takes custody of records subject to the Privacy Act, 5 U.S.C. 552a.
Related forms
Who completes SF 258?
SF 258 is completed between a federal agency and NARA. The instructions on the back split the blocks between them.
Official sources and the blank
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Questions about Form SF258
Who issues SF 258?
The form is printed as a National Archives and Records Administration form, SF 258 (9/95), Prescribed by NARA 36 CFR 1226. GSA hosts a copy in its forms library.
Who can start an SF 258?
The instructions say it may be initiated by the transferring agency or by NARA. Either way, the agency signs and dates block 2.
How many SF 258 forms does a transfer need?
The instructions say to prepare a separate SF 258 for each series or SF 115 item being transferred.
When is the transfer final?
The form says transfers to NARA are not final until NARA has signed block 16, after the records have been received at a NARA facility and confirmed to match block 4.
What can the Archivist do with non-archival material?
The Terms of Agreement say the Archivist may destroy, donate, or otherwise dispose of containers, duplicate copies, unused forms and other non-record material, using the General Records Schedule and the agency's SF 115.
What does block 12 ask about public use?
It asks whether the records are fully available for public use. The instructions say records exempt under the FOIA, 5 U.S.C. 552(b)(1)-(9) and (c)(1)-(3), are fully justified with all exemptions listed.