Record Storage

30.80 - Record Storage (Rev. 13718; Issued: 04-10-26; Effective: 05-11-26; Implementation: 09-14-26) CMS has established comprehensive requirements for contractors utilizing commercial storage facilities to house Federal records. Under federal regulations 44 U.S.C. § 3102 and 36 CFR § 1220.34, contractors bear the same responsibility as CMS for ensuring all records in their physical custody are stored in appropriate facilities that meet federal standards. These requirements mandate that contractors ensure any commercial vendor housing Federal records be approved by CMS and certified by the National Archives and Records Administration (NARA) in accordance with 36 CFR § 1234.12 and § 1234.30. The requirements include facility structural standards, environmental controls, fire safety measures, and comprehensive documentation processes, including mandatory submission of inspection checklists and certification letters to the CMS Records Officer at Records_Retention@cms.hhs.gov at least 120 days before transferring records. Additionally, NARA has the authority to conduct periodic inspections of commercial facilities and specific procedures are outlined for facility transfers, ensuring that all Federal records remain protected and accessible while maintaining compliance with federal records management regulations throughout their lifecycle.