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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

Records Disposal Forms and Instructions

Records Transfer Forms and Instructions

Forms and Instructions to Request Records to be Returned to Agency

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.

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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© Copyright December 15, 2023 Maryland State Archives