The transfer of public authority records to PRONI is governed by the Public Records Act (NI), 1923, which established PRONI as the official repository for ‘the reception and preservation of certain public records appertaining to Northern Ireland’.
Why transfer records to PRONI?
Compliance with the Public Records Act (Northern Ireland), 1923.
Compliance with operational retention and disposal schedules.
- Ensures historical and administrative records are preserved.
- Supports transparency and public access to government information.
What should be transferred and when?
Records should be transferred to PRONI in response to either of the below triggers:
Records selected at PRONI Second Appraisal
These records were identified during the appraisal process as appropriate for permanent preservation by PRONI.
They must be transferred to PRONI within six months of Second Appraisal.
→ See more about PRONI Appraisal of Hardcopy Records
Records identified for PRONI Permanent Preservation on your organisation’s Retention and Disposal Schedule
These records were given a final action of PRONI Permanent Preservation (or “Transfer to PRONI” on older schedules).
Your organisation is responsible for monitoring schedules and initiating transfer when these records approach 20 years old.
→ See more about developing a Retention and Disposal Schedule
Transferring records to PRONI
Public Authorities must contact PRONI in advance of any planned transfer of records.
Public Authority Actions
The Departmental Information Manager, or Public Authority equivalent role, must notify PRONI that the organisation intends to transfer records to PRONI, and provide an accurate list of those records.
Complete a page-by-page sensitivity review and PR14H form for each record.
→ See more about completing Sensitivity Reviews of Hardcopy Records
Pack the listed records in suitable boxes. No additional records should be included.
Complete and return the PRONI Collection Form (provided by PRONI when records are confirmed for transfer). Records will be collected by PRONI – PRONI cannot accommodate deliveries.
Following the successful transfer of records, update your disposal lists or internal audit logs and retain a copy of the signed Warrant.
PRONI Actions:
Review the proposed transfer list and confirm that records should be prepared for transfer, either as a result of a PRONI Appraisal or due to a PRONI Permanent Preservation final action being applied.
Prepare legal transfer Warrant as required under the Public Records Act (NI), 1923
Review the completed PRONI Collection form, supplied by the public authority, and confirm arrangements for collection of the records
Stock-check records on arrival and issue the Warrant
Review PR14H forms and resolve any queries
What happens after records have transferred to PRONI?
Once records arrive in PRONI:
- PRONI completes its own checks to formally bring the records into its archival custody.
- Records are added to PRONI’s catalogues, along with their agreed access decisions, which determine the level of public access.
- In cases where records have transferred with a ‘closed’ access decision, the originating Department or Public Authority retains a role as a Responsible Authority under the Freedom of Information Act, 2000 (FOIA).
Important:
If records have transferred with closed access decisions under FOIA exemptions, PRONI will refer any public requests for access back to the transferring Department or Public Authority for determination.
PRONI may also contact the Department or Public Authority periodically to review or update access decisions and PR14H forms.
Public authorities should ensure that sensitivity review and access decisions are accurate and complete before transfer, as these govern how access to the records is managed once the records have transferred into PRONI’s custody. For further information, you can consult our guidance on Access to Closed Records at PRONI.