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    Transferring Paper Records

    Transferring Non-permanent Records to the Maryland State Records Center


    The following criteria must be met in order for non-permanent records to be eligib​le for transfer to the Maryland State Records Center (SRC):

    1. Records must fall within a specific Item Number on the applicable MDH Records Retention Schedule
    2. The event date that triggers the records retention period must have occurred. The event date is the date from which the retention period is calculated, i.e. audit requirements are fulfilled or the records have been held in office for the required time
    3. Records have a minimum of one year of its retention period remaining. Records with less than one year of retention can be transferred to the SCR, but must remain at the SRC for a minimum of one year.
    Completing the Records Transmittal and Receipt Form (DGS Form 550-5)

    Records destined for SRC storage must be listed on a Records Transmittal and Receipt (DGS Form 550-5). The Records Transmittal and Receipt is an official document used as a notification for the SRC, as a shipping document, receipt, and warehouse locator. The Records Transmittal Form identifies the Records Retention Schedule, Item Number, and Item Description by box, as well as the amount of space needed for records storage within the SRC.

    When completing the Records Transmittal Form remember:

    1. One Box, One Item, One Year: Each box should only contain one disposal schedule Item with the same “trigger” date
    2. Transmittals may contain more than one item within a disposal schedule if these items have the same disposal date
    3. MDH Headquarters Programs (including those in outlying areas, as designated by management) should submit completed transmittals to mdh.recordsoffice@maryland.gov for review. Accurate forms will be submitted to SRC for review and approval prior to accepting records transfers. Inaccurate transmittals will be returned to the requestor for needed corrections
    4. MDH Non-headquarters Programs (i.e. LHDs) are responsible for generating and submitting accurate transmittal forms to SRC, as well as coordinating the transfer of the records to SRC. Copies of transmittal forms should be sent to mdh.recordsoffice@maryland.gov, as required by MDH Policy 01.05.06, for record keeping purposes
    Download and complete the Records Transmittal and Receipt Form. Submit completed forms to mdh.recordsoffice@maryland.gov for review and approval. 

    Preparing Records for Transfer 

    The MDH Records Office will provide MDH Headquarters Units with a date and time for records pick-up and ensure the delivery of the records to SRC. Follow the steps below to prepare the approved records for transfer: 

    1. If you do not have boxes, submit a FMIS Supplies Order Form
    2. Assemble boxes
    3. Pack, organize and label boxes according to DGS recommendations
    4. Contact the Records Office with any questions or concerns
    Note: The SRC disposes of non-permanent records in January and July of each calendar year. When calculating a disposal date, the next available disposal date must be used for SRC retention purposes. Example: If records are scheduled to be transferred in April, the records will be disposed of in July of the year they are scheduled to be disposed of. The SRC may modify the disposal date based on when records are actually transferred to the SRC.

    Transferring Non-Digital Permanent Records to the Maryland State Archives

    Per the Maryland State Archives (MSA), “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.” See State Government Article §608 - 611 and COMAR 14.18.02.

    The following criteria must be met in order for records to be transferred to MSA:

    1. Records must be identified as permanent on an approved MDH Records Retention Schedule 
    2. The records are no longer needed for current day to day business
    3. If the records pose a threat (bug infestation, mold, etc.) the issue must be resolved prior to transfer. Email mdh.recordsoffice@maryland.gov for guidance
    The MDH Records Office is required to submit records transfer request data to MSA for review prior to the transfer. To assist with this process, please email the following information to mdh.recordsoffice@maryland.gov:

    • Series Name - The official name of the type of records as it is listed on the records retention schedule
    • Date Span - Date of records intended for transfer
    • Records Retention Schedule Citation - Records schedule number and line item (Ex: Schedule 2913, Line Item 1A)
    MSA Staff will review the proposed records transfer data to confirm if the records are eligible for transfer and notify the Records Office of approvals. Upon approval of the transfer request, you will be contacted by the MDH Records Office and asked to begin preparing your records for transfer, including completing the Transfer Inventory Worksheet.

    Completing the Transfer Inventory Worksheet

    A Transfer Inventory Worksheet is an official worksheet used as a notification document for MSA. The worksheet lets MSA know about the conditions in which the records have been stored and exactly what you intend to transfer to the MSA warehouse. 

    When completing the Transfer Inventory Worksheet remember:

    1. Worksheets should contain typed print only
    2. One Transfer Inventory Worksheet for each type of record being transferred
    3. MDH Headquarters Programs (including those in outlying areas, as designated by management) should submit completed worksheets to mdh.recordsoffice@maryland.gov for review. Accurate worksheets will be submitted to MSA for review and approval prior to accepting records transfers. Inaccurate worksheets will be returned to the requestor for needed corrections
    4. MDH Non-headquarters Programs (i.e. LHDs) are responsible for generating and submitting accurate worksheets MSA, as well as coordinating the transfer of the records to MSA. Copies of worksheets should be sent to mdh.recordsoffice@maryland.gov, as required by MDH Policy 01.05.06, for record keeping purposes
    Download and complete the Transfer Inventory Worksheet.xls as described here. Click here to download a Transfer Inventory Worksheet example. Submit completed worksheets to mdh.recordsoffice@maryland.gov for review and approval.

    Preparing Records for Transfer

    The MDH Records Office will provide MDH Headquarters Units with a date and time for records pick-up and ensure the delivery of the records to MSA. Follow the steps below to prepare the approved records for transfer:

    1. If you do not have boxes, submit a FMIS Supplies Order Form
    2. Assemble boxes per MSA recommendations
    3. Pack and label boxes as outlined in Step 2 of MSA’s Records Transfer Process
    4. Submit completed Transfer Inventory Worksheets to mdh.recordsoffice@maryland.gov. Do not submit the Transfer Inventory Worksheet to MSA. As required by MSA, the Records Office will submit the form to MSA on your behalf
     


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    Contact Us 

    Maryland Department of Health Records Management Program 
    201 W. Preston Street Baltimore, MD 21201 
    410-767-5314 office 
    410-333-7194 fax mdh.recordsoffice@maryland.gov