Retention Schedule Preparation (Retention Approval)

  • To begin this process, you will mail three copies of the proposed schedule (signed by a legally designated official of the agency) and one copy of the records survey to the Records Management Division at the following address:

    Records Management Division
    Department of General Services
    7275 Waterloo Road
    P.O. Box 275
    Jessup, MD 20794

  • The Division assigns a schedule number and the Division and the Archives reviews the schedule draft.
  • If the Division or the Archives has any concerns about the draft, it will be returned to the agency with questions and revision suggestions.
  • The agency can revise the schedule accordingly and re-submit it to the Division.
  • Once the State Archivist approves the schedule draft, he signs it. The Archives and Division each retain a signed copy and return the third signed copy to the Agency.
  • Approved retention schedules are kept on file at the Records Management Division and the State Archives. The Archives maintains approved schedules online as well:
    • State agency records retention and disposition schedules
    • County agency records retention and disposition schedules
    • Municipal agency records retention and disposition schedules
  • Once the Agency has an approved schedule signed by the State Archivist, they can destroy records or request record transfers as outlined in their schedule.

Records Disposal »

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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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