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Transferring Non-Digital Permanent Records to the Maryland State Archives

Paper and Other Non-Digital Records

Records that should never be destroyed that are no longer needed by the agency that created them for their day-to-day business should be offered to the State Archives for permanent retention.

The Records Transfer Process

Learn more about each of the important steps in the non-digital records transfer process. View detailed instructions and tips and tricks to ensure successful completion of each of the steps below:

Records Transfer Requirements

  • To confirm that all proposed records transfers are in accordance with your agency records management program, all transfer requests must come from your agency records officer. Records officers (appointed by the agency head according to Annotated Code of Maryland Article 10, sections 610) serve to oversee the agency’s records management program.
    Learn More: Records Officer Guidance

  • Records that are identified as permanent on an approved agency Records Retention and Disposal Schedules are to be offered for transfer to the custody of the Maryland State Archive.
    Learn More: Retention Schedule Guidance

    • Please note that the State Archives may have previously transferred records which are currently listed as non-permanent on a retention schedule. This does not mean the Archives will continue to transfer this type of record in the future.

  • Permanent records can only be transferred to the Archives when no longer needed for current agency business. Otherwise, it is too likely that the agency will have to request that the file be sent back or have to add materials to the file.

  • If there are indexes associated with the records, you must transfer those indexes along with the records. Without these indexes, the Archives cannot provide ongoing public access to the records in our custody.
  • Before you transfer records, you must submit a completed Transfer Inventory Worksheet. The Archives will no longer be accepting faxed, scanned, handwritten or mailed inventories. Worksheets must be created and submitted in the Excel format.

  • The type and style of boxes used to transfer records must be pre-approved by the Archives.
    Learn More: Obtaining Boxes

  • If the records pose a threat (bug infestation, mold, etc.) the agency must resolve this threat before the records can be transferred.

Costs

Your agency is responsible for all costs for delivery and shelving of records. There is no cost for the ongoing storage of records.


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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