State Agency Records Resources and Information
- General Schedules – schedules which affect all state agencies
- Agency Schedules – schedules which apply to specific agencies
- Records Officers – every agency should have an appointed Records Officer
- FAQs General (doc, 37KB)
- Records Management Contact Information - for assistance with schedules, assigning card holders, Records Center transfers, or any other records related questions
Resources for Records Officers
- Transfer/Retrieve Records (doc, 546KB) – how to pack boxes, transfer records and retrieve records
- FAQs RM Process (doc, 30KB)
- Forms – all records management forms (for Schedules, Transmittals, etc.)
- Forms Policy – who has authority to sign records management forms
- How to Appoint a Records Officer (PDF, 91KB)
- National Archive (NARA) Videos - Word of the Week (youtube videos)
Resources for Legislators / Public Officials
- Records Management Policy – State of Maine Policy on Preservation of State Government Records, Acknowledgement must be signed by all employees annually
Looking for Standard Operating Procedures?
Directors can find their Records Management duties defined in the Chapter 1 – APA Rule 29/255 which gives information on why the Records Management program exists and details rules and responsibilities at the managerial level.
Records Officers and others can use the Records Management Policy Manual which includes the complete operating procedures for the Records Management program.
Use the Policy Checklist as a reference guide.
Agency RM Policy
Every agency should have a written records management policy. Dependent upon the size and function of the agency, the policy may be something simple to something more complex to address: confidential records, access, reporting and operating procedures of different bureaus, how systems function, etc. Below are policy models along with the current Archives policy.