Records Disposal

Before a record can be destroyed, you must have an approved Records Retention and Disposition Schedule. For more information on creating a schedule, see our schedule preparation page.

Annotated Code of Maryland State Government Article 10, section 616 states that when records are destroyed in accordance with the terms of an approved schedule, the agency shall submit a certificate of records disposition (also known as a disposal certificate) to the Maryland State Archives. For all units of the Maryland Judiciary, these certificates must be submitted and the State Archivist must approve them before any destruction takes place. For all other units, disposal certificates are submitted after disposal is complete.

Disposal certificates document what records are destroyed (including the dates and volume of the record), when and how it is destroyed, and what retention schedule provided authorization for the destruction.

Only record officers or appointed designees of the records officers can submit disposal certificates. Contact the Archives at or 410-260-6467 to get an account to submit disposal certificates online at You can also submit disposal certificates in a paper format by mail. View Disposal Submission Form.

This web site is provided as a courtesy of the Maryland State Archives. As you develop your records management program, you should consult with the Records Management Division of the Department of General Services and your staff counsel.

This information resource of the Maryland State Archives is presented here for fair use in the public domain. When this material is used, in whole or in part, proper citation and credit must be attributed to the Maryland State Archives. PLEASE NOTE: Rights assessment for associated source material is the responsibility of the user.

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