Forms and Instructions

Records Retention and Disposal Schedule Forms and Instructions

These retention schedule forms can also be completed as a Googledoc. For access to the Googledoc, email Records Management Division at dgs.src@maryland.gov.

• Retention Schedule Instructions
• Retention Schedule Cover Sheet
• Retention Schedule

Records Disposal Forms and Instructions

• Certificate of Records Disposal
• Certificate of Records Disposal

Records Transfer Forms and Instructions

• Non-permanent transfers to the Records Management Division
• DGS 550-5 State Records Management Center Records Transmittal & Receipt
• DGS 550-5 State Records Management Center Records Transmittal & Receipt
• Permanent transfers to the State Archives
• Non-Digital Transfers
• Transfer Inventory Worksheet
• Instructions for Transfer Inventory Worksheet
• Instructions for assembly of a record center box
• For more information, visit our Non-digital Transfer Procedure Page
• Digital Transfers
• Digital Record Transfer Inventory Form
• Instructions for Digital Record Transfer Inventory Form
• For more information, visit our Digital Transfer Procedure Page
• Interfiles
• Interfile Inventory
• For more information, visit our Interfile Page

Forms and Instructions to Request Records to be Returned to Agency

• Non-permanent records with the Records Management Division
• DGS 550-8 State Records Management Center Records Request
• DGS 550-8 State Records Management Center Records Request
• Permanent records with the State Archives
• State Archives' Instructions to Request Return of Records to Agency
• For more information, visit our Records Request Page

Measurements and Conversions to Estimate Quantity of Records

The State Records Center and State Archives use cubic feet to measure the quantity of records in their custody. Below is a conversion table to estimate the quantity of records in your agency's custody. This can be used when preparing inventories for records to be transferred to the State Records Center or State Archives. Here are the conversions:

• 1 book usually equals 0.5 cubic foot
• 1 record center box equals 1 cubic foot
• 1 letter size file drawer equals 1.5 cubic feet
• 1 legal size file drawer equals 2 cubic feet

Electronic data can also be measured to estimate storage capacity for digital information. One can easily measure the kilobytes, megabytes, gigabytes, or terabytes on a computer hard drive or a server. A compact disc usually holds 600 megabytes of data.

---

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.

© Copyright February 25, 2026 Maryland State Archives