Departing Staff Request to Remove Copies of NIH Records

All departing NIH staff (including all FTEs and non-FTE trainees, volunteers, guest researchers, on-site collaborators, and contractors) must request advance approval to remove copies of Federal records, including copies of unpublished research records or data. Under no circumstances can the official records be removed from NIH custody. This approval strictly applies to copies of Federal records.

To request approval to remove copies of Federal records, and barring any unforeseen circumstances, please complete and submit NIH Form-3000 no less than 45 business days prior to the departure date of the requestor.

Please ensure that the “Departing Staff Information” is complete and provide the form to your supervisor (or Principal Investigator, IC Scientific Director, IC Clinical Director, or ICO Executive Officer) for supervisory approval. The supervisor will then forward the form to the appropriate Institute, Center, or Office (ICO) Official within the five highest level senior leadership positions, or their designated/appropriate deputy, for final approval. If a Confidential Disclosure Agreement (CDA) is required to remove copies of Federal records, the signed CDA must be submitted along with completed Form NIH-3000.

Please refer to NIH Policy Manual 1743 - Managing Federal Records for the complete policy, definitions, responsibilities, and procedures. Once a final decision is received, provide the completed and approved form to the NIH Records Management Program at nihrecordsmanagement@nih.gov.