​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​​

MDH Records Management Program

The MDH Records Management Program, located in the Office of Internal Controls, Audit Compliance & Information Security (IAC/S) at 201 W. Preston Street, ensures the continual, economic, efficient, and secure management of the Department’s records, per MDH Records Management Policy 01.05.06. Responsibilities include maintaining Inventory and Retention Schedules, managing the Certificate of Records Disposal process, and overseeing transfers to the Maryland State Records Center and Maryland State Archives. All MDH records, including those from programs, facilities, boards, commissions, and local health departments, are considered "public records" subject to State rules.​

​What is a Record?

"Records," “record materials,” or “p​ublic records” are any MDH documentation (in any format) created or received during official business. These materials must be kept due to their informational or transactional value. Formats include, but are not limited to, paper, physical media (photos, tapes, disks, CDs, DVDs), digital files (email, database), and visual aids (recordings, charts, maps, drawings).

What are Non-Record Materials?​​​

Non-record materials are temporary items used for internal work processes and do not qualify as official records. Examples include:

  • ​Reference, exhibition, distribution, or backup copies
  • Working, reading, “tickler," and suspense files (copies)
  • Informational materials (manuals, pamphlets, newspapers, informational letters)
  • Speech notes, reminders, and shorthand notes/notebooks once transcribed

Unlike official records, non-record materials are not subject to Records Inventory and Retention Schedules and can be thrown away or shredded when no longer needed. Non-records materials containing sensitive information, such as PHI, PII, and HIPAA, must be placed in a secured shred bin.

Records Management Staff Responsibilities​

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]​
​