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File Request

If your agency needs to access a file previously transferred to the State Archives, you may request that the file be temporarily returned. Once you have completed your business, you must return the file to the Archives using a tracked shipping method. If there is a reason that files will not be returned to the Archives (for example, because of an expungement), you will need to inform the Archives. Procedures for requesting and returning files are below.

Requests can be made by:
Mail: Attn: Sheila Simms; 350 Rowe Boulevard; Annapolis, MD 21401

Use a separate form for each request. Please feel free to save, print out or make copies of this form as needed.

Whether or not you use the provided form, all requests must include the following information:

  • Requestor Information
    • Name, agency, phone number, and email of the person requesting the record
    • Address to which the record should be shipped
  • Information on the record being requested
    • Agency or Court
    • Records Series (type of record - for example: Foster Care File, Civil Papers, Minutes, etc.)
    • Record Series Number (for example: T3351, C200, S11)
    • Box number (if applicable)
    • Case/file number (if applicable)
    • Name or description on file
    • Location (for example OR-8-2-32 or HF-11-15-34 or CW-1-2-3)
    • Date of file

All of this information is available in the Guide to Government Records. Or, you can refer to the location inventory sent to you after a record transfer to the Archives has occurred.

The Archives will send the file to you by a tracked shipping method using a bonded carrier, along with a cover sheet summarizing all of the information of the file request.

Refiles - How to Return Files to the State Archives

When your agency’s current business with the file is complete, return the original file to the Archives using a shipping method that is tracked, such as UPS, FED EX, Courier, or USPS with certified mail return receipt requested. Be sure to include the cover sheet that we sent with the file, to ensure proper re-filing.

Remember - if a patron is requesting access to a non-restricted record, you can redirect the patron to the Archives for access.

If you have any questions, please contact the Archive’s Help Desk at 410-260-6487 or Sheila Simms, directly, at 410-260-6430.

This web site is provided as a courtesy of the Maryland State Archives. As you develop your records management program, you should consult with your agency’s Records Officer.

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.

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