Transfer of Federal Records stored in Commercial Facilities

30.80.3 - Transfer of Federal Records stored in Commercial Facilities (Rev. 13718; Issued: 04-10-26; Effective: 05-11-26; Implementation: 09-14-26) If you are planning to relocate any Federal records to a different approved storage facility, provide the following information at least 120 days prior to the move date to the CMS Records Officer at: Records_Retention@cms.hhs.gov • Move date, • Name of the old and the new storage facility and address • Rough volume figure of how many cubic feet of records are involved. The contractor shall provide documentation demonstrating that the commercial facility meets the storage standards set in 36 CFR 1234 before beginning to transfer records to a commercial records storage facility,. Submit separate documentation for each individual facility that you will use. Contractors using a commercial vendor or planning to move records from one commercial facility to another that has not been certified and approved, shall complete the three documents listed below and submit to the CMS Records Officer at Records_Retention@cms.hhs.gov. • Inspection Checklist for Records Storage Facilities, • Certification letter from a Fire Protection Engineer and a Structural Engineer § 1234.12 What are the fire safety requirements that apply to records storage facilities, and • Description and volume of records Once certified and approved, you will receive notification that the facility is approved, and that it will be added to the list of approved facilities