36 CFR §1226.20

1. (a)Agencies must secure NARA written approval to retain records series or systems that are eligible for destruction under NARA-approved schedules except when:
   1. (1)The agency has requested a change in the records schedule in accordance with § 1225.26 of this subchapter, in which case the agency is authorized to retain records eligible for destruction until the new SF 115 is approved;
   2. (2)The records will be needed for less than one year; or
   3. (3)A court order requires retention of the records.
2. (b)To request an extension, agencies must send a letter to NARA, by mail at National Archives and Records Administration; Office of the Chief Records Officer (AC); 8601 Adelphi Road; College Park, MD 20740-6001, or by email at RM.Communications@nara.gov. Along with a justification, the request must include:
   1. (1)A concise description of the records series for which the extension is requested.
   2. (2)A citation to the agency records schedule or the GRS currently governing disposition of the records;
   3. (3)A statement of the estimated period of time that the records will be required; and
   4. (4)For records in the agency's custody, a statement of the current and proposed physical location of the records.
3. (c)Agencies must ensure that records in records storage facilities are retained for the duration of the extension.