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  • Records Management Forms
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State Agency Record Managers

Records Management

Records Management provides assistance to State Agencies in the effective management of their records by consulting with State agency Records Officers to establish disposition schedules, which define the number of years a given record series remains in the agency, whether it is sent to the Records Center, for how long, and whether its final disposition is destruction or retention in the Division of Archives Services. Records Management also provides technical assistance to improve procedures for maintaining, storing and servicing records. Agencies cannot purchase storage or records conversion equipment without approval from this division.

Records Center

The Records Center provides safe, environmentally controlled storage for agency records that must be temporarily retained, but which do not need to be maintained in high cost office space. Agencies may phone, FAX or mail requests, which are retrieved within 24 hours; earlier for emergencies. Large reference activities are conducted by agency personnel themselves at the Records Center or Archives.

Records Schedules

• General Records Schedules (Affecting all State Agencies)
• State Agency Schedules - Retention Schedules available upon request (please call Felicia Kennedy)

State Government Records Forms

(for complete description, please go to the Records Forms page)

• Records Retention Schedule (word / pdf)
• Records Series Inventory (word / pdf)
• Transmittal of Records (word / pdf) Continuation Sheet (word / pdf)
• Packing List (word / pdf)
• Request for Reference Services (word / pdf)
• Records Officer/Cardholder Form: for State Agencies (word / pdf) for Courts (word / pdf)
• Expenditure Request (word / pdf)

Records Management Resources

• Records Management Manual - July 2012 revision (pdf, 2158KB) - describes how the records management program operates, services offered, and how to use them.  Specific topics include how to write records retention schedules; what is, and is not, an official State record; and how to use the State Records Center's services.
• E-Mail and Digital Records Retention Guide - July 2012 revision (pdf, 56kb)
• Requirements for Packing Boxes (pdf, 14KB)
• Guidelines for Safe Transport of State Records (pdf, 13KB)

Imaging Center and Graphics Studio

The Imaging Center provides copies (both scanned and photographic) of records from Maine State Archives holdings. Large format items, such as maps, may also be reproduced. It also serves as a standards resource for microfilming throughout state government, including the certification of potential vendors of microfilming services.

• Current list of vendors of microfilming services

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