Commercial Storage Facilities

30.80.1 Commercial Storage Facilities (Rev. 13718; Issued: 04-10-26; Effective: 05-11-26; Implementation: 09-14-26) In accordance with 44 U.S.C. § 3102 and 36 CFR § 1220.34, CMS contractors are responsible for ensuring that all records in their physical custody are stored in appropriate space. Contractors shall adhere to the same requirements as CMS for records storage and management. Records centers and commercial records storage facilities are referred to collectively as records storage facilities. In accordance with 36 CFR § 1234.30, contractors may contract for commercial records storage services. However, before any agency records are transferred to a commercial records storage facility, contractors shall ensure that the facility meets all the requirements for an agency records storage facility set forth in subpart § 1234.30 and shall submit the required documentation to CMS. Contractors must verify facilities meet NARA standards, maintain contact information, and obtain certification copies, with inspections conducted by NARA every five years. contractors shall obtain and maintain copies of NARA inspection certifications from commercial storage facilities, ensuring compliance with CFR 1234 standards and annual updates of contact information. In accordance with 44 U.S.C. § 2904 and 36 CFR § 1234, NARA is authorized to promulgate standards, procedures, and guidelines to Federal agencies and their contractors with respect to the storage of records in commercial records storage facilities. NARA initiates facility inspections on a rotating five-year basis, and contractors are responsible for ensuring their facilities remain compliant and up to date with fire safety and climate control requirements.