Transfer of Digital Records to PRONI

Why Transfer Digital Records to PRONI?

The transfer of records to PRONI is a requirement of the Public Records Act (Northern Ireland) 1923, which designates PRONI as the official repository for records of historical and administrative significance. Public Authorities should demonstrate compliance with this legislation, and with the requirements of Retention and Disposal schedules.

Digital records selected for permanent preservation must be transferred to PRONI to:

  • Fulfil statutory obligations under the Public Records Act (NI) 1923 and the Section 46 Code of Practice on Records Management.
  • Ensure compliance with your operational Retention and Disposal Schedule. Records cannot be legally disposed of unless they are covered by a schedule that has been laid at the NI Assembly.
  • Preserve the integrity, authenticity, and accessibility of digital records for future generations.
  • Support transparency and public access to government information.

Transferring digital records to PRONI

While the principles of appraisal, transfer, and sensitivity review are the same as for paper records, digital records introduce additional requirements for metadata, validation, and secure transfer.

Public Authority Actions

Before transferring digital records:

  • Confirm that records have been given to a final action of Permanent Preservation by PRONI (or “Transfer to PRONI” on older schedules) on your organisation’s Retention and Disposal Schedule.
  • Complete a sensitivity review and make access recommendations (open or closed), documenting any reasons for closure.
  • Ensure records are finalised (remove drafts and revisions unless marked for preservation).
  • Remove encryption, password protection, and compression (e.g., .zip files).
  • Prepare metadata in .csv or Excel format. PRONI can provide further advice on this.  
  • Produce a Summary of Records which includes date ranges, number of files, size and file types.
  • Produce an Inventory of Records which includes folder structure, file names, sizes, checksums.
  • Contact PRONI to agree secure transfer arrangements.

PRONI Actions

PRONI will: 

  • Review the Summary and Inventory of Records.
  • Validate the transfer (check for missing or corrupt files).
  • Confirm successful processing into the Digital Repository.
  • Issue a Warrant itemising all records once the transfer is complete.

Important Notes:

  • Never send digital records directly to PRONI.  Always contact PRONI before any records transfer to confirm that the records are ready to be transferred and agree a mechanism for the transfer to take place.
  • Do not delete records from your systems until PRONI issues a Warrant confirming successful transfer.
  • Digital records remain subject to FOIA and other access legislation. PRONI will refer requests for closed records back to the Responsible Authority.
  • PRONI may contact you to review or update access decisions over time.

Related Guidance