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    Maryland Department of Health
    Office of Internal Controls, Audit Compliance & Information Security

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    Transferring Paper Records

    Transferring Non-Permanent Records to the Maryland State Records Center (SRC)

    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 fall within a specific Item Number on the applicable MDH Records Retention Schedule.
    2. The event date that triggers the records retention period has 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.
    ​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 Form (DGS Form 550-5, records transmittal form). The records transmittal form is the official document used as a notification for the SRC, as a shipping document, receipt, and warehouse locator. The form identifies the Records Retention Schedule, Item Number, Item Description(s), Disposal Date, and 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. Transmittal forms may contain more than one item within a disposal schedule if these items have the same disposal date.

    3. All MDH Programs (headquarters and non-headquarters) must submit completed transmittal forms to mdh.recordsoffice@maryland.gov for review. The MDH Records Office will generate the required transmittal form coversheet and batch number(s), and submit transmittal form requests to SRC for review and approval. Inaccurate and incomplete transmittal forms will be returned to the requestor for corrections.

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

    5. MDH Non-headquarters Programs (LHDs, hospitals, residential centers, and certain facilities and programs) are responsible for coordinating records pick-ups and deliveries to the SRC 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 transmittal questions or concerns.​

    Download and complete the Records Transmittal and Receipt Form. Submit completed forms to mdh.recordsoffice@maryland.gov for review and approval. ​

    Preparing Non-Permanent Records for Transfer 


    Follow these steps to prepare the approved records for transfer: 

    1. If you do not have State-issued records boxes, complete an MCE Credit Card Order Form and upload it to the MCE PO Submission Form. 
      • ​Leave the “Customer #”, “CP #” and “Credit Card Spending Limit” lines blank.
      • ​The model number for the boxes is 123Q001.
    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. Example: If records can be disposed of on April 1, 2023, the records will be disposed of on July 1, 2023. 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 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 mdh.recordsoffice@maryland.gov 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 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 - 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. ​

    Completing the Transfer Inventory Worksheet


    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 mdh.recordsoffice@maryland.gov 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.

    Once transfer approval is received, 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 Non-Digital Permanent Records for Transfer


    Follow these steps to prepare the approved records for transfer:

    1. If you do not have State-issued records boxes, complete an MCE Credit Card Order Form and upload it to the MCE PO Submission Form. 
      • ​​Leave the “Customer #”, “CP #” and “Credit Card Spending Limit” lines blank.
      • The model number for the boxes is 123Q001.

    2. Assemble boxes per MSA recommendations.

    3. Pack and label boxes as outlined in Step 2 of MSA’s Records Transfer Process.

    ​Submit completed Transfer Inventory Worksheets to mdh.recordsoffice@maryland.gov. Do not submit the Transfer Inventory Worksheet to MSA.
    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​