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Home > State Agency Record Managers > Records Management Forms
  • Mail Schedules and State Records Officer/Access forms to: Felicia Kennedy
  • Maine State Archives
  • 84 State House Station
  • Augusta, ME 04333

  • Mail Records Center forms to:
  • Rob Caron
  • Maine State Archives
  • 84 State House Station
  • Augusta, ME 04333
  • Email: Records Center

Records Management Forms

Policy related to Records Management Forms

(See below for complete instructions)

  • Application for Records Retention Schedule (word / pdf) This form is also used for amending an existing Schedule
  • Records Series Inventory (word / pdf)
  • Records Officer/Cardholder Form: for State Agencies (word / pdf) for Courts (word / pdf)
  • Transmittal of Records (word / pdf) Continuation Sheet (word / pdf)
  • Packing List (word / pdf)
  • Request for Reference Services (word / pdf)
Application for Records Retention Schedule
This form should be typed (or completed on your screen after you download it), printed, and signed by your Departmental Records Officer or Agency Head. It will be retained permanently at the Maine State Archives, so a hard copy needs to be mailed with a signature.
Records Series Inventory
This form should be typed (or completed on your screen after you download it), printed, and signed by your Departmental Records Officer or Agency Head. It will be retained permanently at the Maine State Archives, so we do need the hard copy with signature. Complete a Records Series Inventory Form for each series you are submitting, and include samples of the records to be scheduled (photocopies are fine, and you may use a marker to black out personally identifiable information if the records are confidential). Several Record Series may be listed on the same Application for Records Retention Schedule. Mail completed form(s) with samples.
Records Officer/Cardholder Form
Agency Records Officers may download, complete and e-mail or print and fax or mail the Application for Records Center Use Cards form. Requests not received from or signed by an authorized Records Officer will not be processed.
Transmittal of Records and Transmittal of Records Continuation Sheet
These forms may be typed, completed on your screen after downloading, or LEGIBLY hand printed. They require a Records Officer's signature unless it is being submitted by e-mail from a State address. If e-mailing, please submit to : Records Center
Note: Requests will be filled in the order in which they are received. Please allow 2-4 weeks once transmittals are received for materials to be picked up.
Transmittal of Records may also be used by the Courts.
Packing List
This form should be completed (as many pages as necessary) and enclosed in any box packed for transfer to the State Records Center or the Division of Archives Services. You should keep a copy for your own records, listing each file in the box. If you have questions about this, please contact Rob Caron.
Request for Reference Service
Download, complete and then e-mail to Records Center, or print out and fax.