Non-permanent records qualify for transfer to the Maryland State Records Center (SRC) if they satisfy all three of the following requirements:
- Retention Schedule: The records correspond to a specific Item Number on the applicable MDH Records Retention Schedule.
- Retention Period Trigger: The event that initiates the retention period (e.g., fulfillment of audit requirements, or completion of the required in-office holding period) has already occurred.
- Remaining Retention Time: The records have at least one year remaining on their total retention period.
Completing the Records Transmittal and Receipt Form (DGS Form 550-5)
To send records to the SRC for storage, complete a Records Transmittal and Receipt Form (DGS Form 550-5). This form is the official SRC notification, shipping document, receipt, and warehouse locator. It must clearly list the Records Retention Schedule, Item Number, Item Description(s), Disposal Date, and required storage space.
Key Requirements
One Box, One Item, One Year: Each box must contain records
for only one Disposal Schedule Item with the same disposal
"trigger" date.
Multiple Items, Same Date: A single form can list multiple
items from the same Schedule if they share the identical
disposal date.
Submission Process:
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.
MDH Records Office Role: The MDH Records Office creates
the mandatory coversheet and batch number(s), then submits
the request to the SRC for final approval.
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.
Assistance: All MDH Administrations should contact the
Records Management Office for transmittal questions or
concerns.
Download and complete the Records Transmittal and Receipt Form. Submit completed forms to [email protected] for review and approval.
Steps for Preparing Approved Records for Transfer
To prepare your approved records for transfer, follow these steps:
Obtain Records Boxes:
Assemble Boxes: Follow the instructions for
assembling a record center box.
Pack and Label: Pack, organize, and label the boxes in
accordance with DGS recommendations.
Contact: Reach out to the Records Office if you have
any questions or concerns.
Important Note on Disposal Dates:
The SRC disposes of records each January and July. Records should be scheduled for the next available disposal date. For example, records eligible for disposal on April 1, 2023, would be scheduled for July 1, 2023. Note that the final disposal date is dependent on the actual transfer date of the records.
Requesting Records from SRC
MDH Programs must request SRC records via the MDH Records Office. Complete the Records Request Form - DGS 550-8 and email it to [email protected].
