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

1. Records must be identified as permanent on the Program’s approved MDH Records Retention Schedule. 

2. Records are no longer needed for current day-to-day business, as defined by the Program’s records retention schedule.

3. Records that pose a threat (bug infestation, mold, etc.) have been properly mitigated. Email [email protected] for guidance.

The MDH Records Office is required to submit records data to MSA for review prior to a transfer taking place. MSA staff will review the proposed transfer data to determine if the records are eligible for transfer and notify the Records Office of the final decision. Please email the following information to [email protected]:

• Series Name - The official name of the type of records as it is listed on the records retention schedule

• Date Span - Inclusive dates of records intended for transfer (i.e. 1-1-2000 - 10-1-2012)

• Records Retention Schedule Citation - Records schedule number and line item (Ex: Schedule 2913, Line Item 1B)

If the records are eligible for transfer, the Records Office will ask you to begin preparing your records for transfer, including completing the Transfer Inventory Worksheet. If the records are not eligible for transfer, you will be notified accordingly. ​

Records destined for MSA storage must be listed on a Transfer Inventory Worksheet. The Transfer Inventory Worksheet lets MSA know about the conditions in which the records have been stored and exactly what you will be transferring. 

When completing the Transfer Inventory Worksheet, remember:

1. Worksheets should contain typed print only.

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

3. All MDH programs (headquarters and non-headquarters) must submit completed worksheets to [email protected] for review. The MDH Records Office will generate the required coversheet and batch number(s), and submit worksheet requests to MSA for review and approval. Inaccurate and incomplete worksheets will be returned to the requestor for corrections.

4. The MDH Records Office will coordinate records pick-ups and deliveries for MDH Headquarters programs.

5. MDH Non-headquarters Programs (LHDs, hospitals, residential centers, and certain facilities and programs) are responsible for coordinating records pick-ups and deliveries to MSA with their preferred vendor or in-house facilities personnel

6. All MDH Administrations (headquarters and non-headquarters) should contact the Records Management Office with any transfer inventory worksheet questions or concerns.