Transfer records

The Records Centre stores paper records that are no longer needed for daily work but must be kept for legal, operational or historical reasons. Sending these records to the Records Centre ensures they are securely stored until their retention period ends.

Once transferred, records remain accessible by request. 

Transferring records helps your organization:

• free up office space: Reduce clutter by moving semi-active records offsite
• ensure secure storage: Protect records from loss, damage, or unauthorized access
• stay compliant: Ensure records are kept for the required retention period and disposed of properly

Prepare your records

Before using the transfer system, ensure that records are prepared properly.

Log into the Records Centre Services System

If you are not a registered user or your access has expired, contact your records manager (PDF 336 KB) to request access.

Internal users (GNB employees): Log in using the Records Centre Services link. No password required. https://archives-intra.gnb.ca/rc-ddd

External users (other public bodies): Use your email and password to log in. https://rc-ddd.gnb.ca/Login

Create a new transfer request

• click "Transfer" from the homepage
• confirm or update contact details for pickup
• enter transfer details for each records series, including:
  • retention schedule number (check your Records Transfer List)
  • number of boxes
  • temporary box numbers (example: 2024-01 to 2024-05)
  • dates of records
  • final disposition date
  • final disposition. Select from the drop-down list
• submit your request. You will receive a confirmation email

The system will automatically save your request as a draft if you need to complete it later.

Prepare for pickup

• wait for confirmation of your pickup date
• group boxes together in one area for easy collection
• confirm the number of boxes matches your request when Records Centre staff arrive

While at the Records Centre, records remain under your organization's control. Authorized users can retrieve them through the Records Centre Services system. 

For step-by-step instructions, refer to the Records Transfer System User Guide (publication).

For questions about packing or transferring records, contact the Records Centre Services team.