City Record Transfers
Transfer of Records to the Baltimore City Archives Records Center
Records MUST first have a Retention Schedule
Records Retention Schedules govern all City departmental records that are transferred to the City Archives. A Records Retention Schedule is a policy document that is formulated by your departmental Records Manager with help provided by City Archives staff. If the records you wish to transfer do not have a Records Retention Schedule, one must first be written and approved before any transfer can be scheduled. You may begin this process by completing the Records Inventory Form and returning it as an email attachment to email@example.com.
Please fill in the Records Inventory Form as completely as possible. If needed use an additional blank page. Explain what the record is used for as well as how it is used. List any departmental or “nickname” given the record. List reasons that justify the requested retention period.
Records with an existing Retention Schedule
A transfer of records must have the prior approval of both the Records Administrator and the City Archivist. Before approval will be given, a Records Transmittal Request (RTR) must be submitted via email to firstname.lastname@example.org for review by Records Center staff. Once the RTR has been approved, a date and time will be assigned for the transfer by City Archives staff. If the assigned date cannot be kept by the shipping agency a new date will be assigned by the City Archives. If a transfer arrives without prior approval or on a date other than the one assigned for it, it may be refused.
It is the responsibility of the agency sending the records to have personnel on hand to shelve the transferred boxes. Contact us at for a list of contractors if your employees cannot perform this task.
Special boxes REQUIRED
Records transferred to the City Archives must be in approved record center boxes that cannot exceed 15” x 12” x 9 7/8” in dimension. Materials received in containers not compatible with Archives shelving, such as “banker’s boxes” or copy paper boxes, will not be accepted.
Record center boxes may be purchased from Maryland Correctional Enterprises (formerly State Use Industries) at 410-540-5454 and ask for item no. 123139, “File and Record Storage Box.” DO NOT OVER-FILL BOXES when packing. Contact the BCA with questions at (410) 396-3884 or by e-mailing email@example.com.
The boxes must be clearly marked with the following information: the box number, the department or agency name, retention schedule number, and the title of record. If the box contains folders or files that are identified by a name or number, place the name or number from the first and last folder/file on the front of the box. When the material within a box is contained in folders the box must contain an inventory list that identifies each folder.
For more information on the transfer process, please read the guide:
Baltimore City Archives – The Transfer Process.
If a document or record that has been transferred to the City Archives is needed by an agency a request for said document is to be sent to firstname.lastname@example.org. The document will then be scanned and sent in a pdf format to the requesting agency. Fees may apply.
For attendees of our Records Management Seminars, here is the Records Management Seminar page with the resources and powerpoints given during the class.
This web site is presented for reference purposes under the doctrine of fair use. When this material is used, in whole or in part, proper citation and credit must be attributed to the Maryland State Archives. PLEASE NOTE: The site may contain material from other sources which may be under copyright. Rights assessment, and full originating source citation, is the responsibility of the user.