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Transferring Permanent Paper Records

The Maryland State Archives (MSA), as required by State Government Article §608 - 611 and COMAR 14.18.02, accepts permanent records. Records must meet the following conditions to be considered for transfer to MSA:

  1. Retention Schedule: The records correspond to a specific Item Number on the applicable MDH Records Retention Schedule and are designated as permanent.

  2. Retention Period Trigger: The event that initiates the permanent retention period (e.g., fulfillment of audit requirements, or completion of the required in-office holding period) has already occurred. 

  3. Physical Conditions: Any threats to the records (e.g., mold, bug infestation) have been properly mitigated. Contact [email protected] for mitigation guidance.

Completing the Transfer Inventory Worksheet

To send records to MSA, complete a Transfer Inventory Worksheet. This form is the official MSA notification and shipping document that lets MSA know the condition of the records and what you will be transferring. 

Key Requirements:

  • Worksheets should contain typed print only.

  • Use one worksheet for each type of record you are transferring.

Submission Process:

  1. Submission: All MDH Programs (headquarters and non-headquarters) must attach their fully complete Transfer Inventory Worksheet.xls to the MDH Records Transfer Request Form. Incomplete or inaccurate forms will be returned for correction.​​
  2. MDH Records Office Role: The MDH Records Office crea​tes the mandatory coversheet and batch number(s), then submits the request to the SRC for final approval.
  3. Records Pick-up/Delivery:
    • ​MDH Headquarters: The MDH Records Office coordinates pick-ups and deliveries.

    • MDH Non-headquarters (LHDs, hospitals, facilities, etc.): These entities must arrange their own pick-ups and deliveries to the SRC using a preferred vendor or in-house staff.

  4. ​Assistance: All MDH Programs should contact the Records Management Office for transmittal questions or concerns.


Steps for Preparing Approved Records for Transfer


To prepare your approved records for transfer, follow these steps:

  1. Order MCE Records Boxes:

    • MDH Headquarters Programs

      1. 1-100 Boxes Only: Complete an MDH Work Order to request boxes from MDH Central Services Division

      2. 101 or More Boxes Only: 

        1. Complete an MCE Credit Card Order Form

        2. Submit the order form via the MCE PO Submission Form

        3. Note: Leave the “Customer #,” “CP #,” and “Credit Card Spending Limit” sections blank. The model number for the boxes is 123Q001.

    • MDH Non-Headquarters Programs

      1. Complete an MCE Credit Card Order Form

      2. Submit the order form via the MCE PO Submission Form

      3. Note: Leave the “Customer #,” “CP #,” and “Credit Card Spending Limit” sections blank. The model number for the boxes is 123Q001.

  2. Assemble Boxes: Follow the instructions for assembling a record center box.

  3. Pack and Label: Pack, organize, and label the boxes in accordance with DGS recommendations.

  4. Contact: Reach out to the Records Office if you have any questions or concerns.

​Requesting Records from MSA


MD​H Programs must request MSA records via the MDH Records Office. Complete the MSA File Request Form and email it to [email protected] once completed.​​​

Contact Us 

Maryland Department of Health Records Management Program 
201 W. Preston Street Baltimore, MD 21201 
410-767-5314 office 
410-333-7194 fax [email protected]​