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Record Transfers and Space Management


A separate Records Condition Assessment and Preliminary Inventory Worksheet should be prepared for each distinct record series (i.e. land records, wills, general correspondence). For examples & guidance identifying records series titles and numbers please consult the Guide to Government Records

Records Condition Assessment Form

Please answer all questions in the to the best of your knowledge about the records being transferred. This lets the archives know if any special conservation care is needed upon transfer.

Preliminary Inventory Worksheet Form
1. Enter, the date on which this is being done, the agency/organization which created the records, and a descriptive series title identifying the type of records being inventoried (i.e. land records, general correspondence, press releases).

2. Indicate “Box” or “Volume” as appropriate in the left-hand column, depending upon whether the basic series unit is a book or a box of papers.

3. Next enter a brief description of the contents of each box or volume.

4. Enter the dates covered by the contents of each box or volume.

5. DO NOT enter any information in the location column. Locations will be assigned by Archives staff prior to the transfer of records.

Note: Confidential records will be marked restricted. Please provide the Annotated Code Section and procedures for access to these records.

Once the worksheets have been completed please submit them electronically, as an email attachment, to:

Kevin Swanson,Interim Director
Record Transfers and Space Management
Maryland State Archives
Phone 410-260-6450

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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