How to Request Records from the National Archives

What the National Archives Holds

The National Archives and Records Administration (NARA) is the repository for federal government records, and it holds an enormous collection of documents valuable to genealogists. Military service records, immigration files, census records, naturalization documents, land patents, and pension files are just a fraction of what is available.

Understanding NARA's Structure

NARA operates multiple facilities across the country:

Washington, D.C. Area

• Archives I (downtown D.C.): Holds older records including Revolutionary War and early federal documents
• Archives II (College Park, MD): Holds more recent records and cartographic materials

National Personnel Records Center (St. Louis, MO)

Holds military personnel records and some civilian personnel files.

Regional Archives

NARA maintains regional facilities across the country that hold records from federal courts and agencies within their geographic areas. These are especially important for:

1. Naturalization records from federal courts
2. Court case files
3. Bureau of Indian Affairs records
4. Other regionally generated federal records

What You Can Find at NARA

Military Records

• Compiled military service records (Revolutionary War through Philippine Insurrection)
• Military pension files
• Draft registration cards (WWI and WWII)
• Veterans' benefits files

Immigration Records

• Ship passenger arrival lists
• Customs passenger lists
• Immigration case files
• Visa files

Census Records

• Original census schedules from 1790 through 1950
• Special schedules (agricultural, manufacturing, mortality)
• Indian census rolls

Naturalization Records

• Federal court naturalization records
• Certificates of citizenship
• Alien registration forms

Land Records

• Homestead case files
• Bounty land warrant applications
• General Land Office correspondence

How to Request Records

Step 1: Determine What You Need

Before submitting a request, identify the specific record type, the person's name, and any supporting details (dates, locations, service numbers). The more information you provide, the faster and more accurately NARA can locate your record.

ActualPeopleSearch can help you establish key details about individuals before you make a formal request to NARA. Knowing a person's full name, approximate dates, and locations significantly improves your chances of a successful search.

Step 2: Check Online First

Many NARA records have been digitized and are available online through:

• NARA's own online catalog
• Partner genealogy websites
• The Bureau of Land Management's online database for land patents

Searching online first may save you the time and cost of a formal request.

Step 3: Use the Correct Request Form

NARA uses specific forms for different record types:

• SF-180: Request for military personnel records
• NATF 81: Request for passenger arrival records
• NATF 82: Request for census records
• NATF 85: Request for land entry files
• NATF 86: Request for Eastern Cherokee applications

These forms are available on NARA's website.

Step 4: Submit Your Request

Requests can be submitted:

1. Online through NARA's order forms and catalog
2. By mail using printed forms sent to the appropriate NARA facility
3. In person at NARA reading rooms

Step 5: Pay Required Fees

NARA charges fees for copies and searches:

• Standard reproduction fees range from a few dollars to several hundred, depending on the volume
• Some searches are performed at no charge
• Rush processing may be available for an additional fee

Tips for Successful Requests

Be Specific

A request for "all records about John Smith" will not be processed effectively. Instead, request specific record types: "the compiled military service record for John Smith, Private, Company B, 10th Ohio Infantry, Civil War."

Provide Multiple Identifiers

Help NARA distinguish your ancestor from others with the same name by providing:

• Full name including middle name or initial
• Dates of birth, service, or death
• Locations associated with the person
• Service numbers, Social Security numbers, or other identifiers

Understand Processing Times

NARA processes millions of requests. Standard processing times range from several weeks to several months depending on the record type and current workload. Military records requests during peak periods can take six months or longer.

Consider Visiting in Person

If you live near a NARA facility or plan to travel, visiting in person allows you to search finding aids, browse records, and make copies on the spot. Staff at NARA reading rooms are knowledgeable and can guide your research.

When NARA Does Not Have What You Need

If NARA cannot locate a record, it may be because:

• The record is held at a state or county level, not the federal level
• The record was destroyed (the 1973 fire at NPRC destroyed millions of military records)
• The record is still with the originating agency and has not been transferred to NARA
• The search terms did not match due to spelling variations

In these cases, consider alternative sources and repositories. NARA staff can sometimes suggest where else to look.

Building a Relationship with NARA

The National Archives is a public institution and its records belong to the American people. Take advantage of the resources, educational materials, and research guides that NARA provides. The more you understand about how federal records are organized, the more productive your research will be.