This policy provides the procedures for submitting Records Management forms and identifies who has the authority to approve/sign for the following actions. Every agency must have an appointed Records Officer (RO) who will follow the Records Management forms policy.
Agencies with an @maine.gov email address are required to use this online form to request files from the State Records Center or Archives. You will need to login with your maine.gov email and password.
Requestors MUST have an access card number to request files and complete all required information.
"The head of each state agency or local government agency shall establish and maintain an active, continuing program for the economical and efficient management of any records in compliance with the standards, procedures and regulations issued by the State Archivist." – from Title 5, §95.
Part of this management of agency records under Title 5 is for agencies to appoint a Records Officer.
April 2026 — We hope that the State General Schedules will provide Maine State agencies with better guidance and be a more viable tool, providing information and direction to help regularly manage agency records. These were last updated in 2022 which includes nine schedules.
Below are printable (PDF) listings of State Agency and other schedules. If you require the Schedules in a different format, need a more recent version, or require a printout for a specific unit within the Department, please contact Records Management and they will be emailed to you.
I have reviewed and understand the following records management information posted on the State Archives website:
TO: All State Employees
March 2026
This policy applies to all employees of Maine State government, including all Executive Branch agencies, Legislative Branch, the Constitutional Offices, and semi-independent agencies.
Every state employee shall comply with this policy by taking the following three actions:
The Advice Bulletins are short, introductory items meant to give basic guidance on common records management topics. For further information on records, retention schedules, or other records management subjects, please contact our staff.
Who can use the Records Center (Records Management Services)?
Maine State Agencies and the Legislature — The State Records Center (RC) stores records for Maine State agencies once they have met their in-agency retention. The records must be listed on an approved records retention schedule.
What is the difference between the State Records Center and the State Archives?
They are at separate locations and have separate purposes.