36 CFR §1235.14

1. (a)Agencies may retain records longer than specified on a records disposition schedule only with written approval from NARA.
2. (b)If the agency determines that the records are needed for the conduct of regular business, the records officer must submit a request certifying continuing need 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 permanentrecords@nara.gov. This certification must:
   1. (1)Include a comprehensive description and location of records to be retained;
   2. (2)Cite the NARA-approved disposition authority;
   3. (3)Describe the current business for which the records are required;
   4. (4)Estimate the length of time the records will be needed (if no date is provided by the agency, approved certification requests will be effective for a maximum of five years);
   5. (5)Explain why agency needs cannot be met by NARA reference services or copies of records deposited in the National Archives of the United States; and
   6. (6)If records are retained to enable routine public reference by the agency rather than NARA, cite the statutory authority authorizing this agency activity.