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 email completed forms to [email protected] ​ for review. Incomplete or inaccurate forms will be returned for correction.

2. MDH Records Office Role: The MDH Records Office submits the request to the MSA 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 MSA using a preferred vendor or in-house staff.

4. Assistance: All MDH Administrations should contact the Records Management Office for transfer inventory worksheet questions or concerns.

Download and complete the Transfer Inventory Worksheet.xls as described here. Click here to download a Transfer Inventory Worksheet example. Submit completed worksheets to [email protected] for review and approval.

Steps for Preparing Approved Records for Transfer

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

1. Obtain Records Boxes:

• If you do not have State-issued records boxes, complete an MCE Credit Card Order Form and submit it via the MCE PO Submission Form.

• 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

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