Records Management Forms

Request for Reference Service Form (online form)

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 request will go directly to the Records Center email account for processing. If you have questions regarding the use of this form, please contact the State Records Center.

Cardholders from Legislative Offices and Independent Agencies, as well as the Courts, who do not have an @maine.gov address can use our alternative Request Form for Legislative, Independent Agency, and Court Use Only.

Any questions or issues with the forms can be directed to Records Management.

Note:  The State Records Center reserves the right to refuse to fulfill requests based on the following:
1) The requestor is not an authorized card holder. Requestors cannot use another employee’s access card number to request a file.
2) Request has incomplete or incorrect information which requires staff to conduct additional research and/or guesswork to try to locate files. Agencies must refer to transmittals provided by Archives to ensure information is accurate. If you do not have transmittals, you can request copies from Records Management. These should be kept on file to ensure accurate information is provided in the future.

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Note: All forms below are in Word format. They should be filled out electronically (typed in the Word document) and returned to specified email whenever possible. See below for further instructions.

For complete information refer to other pages on our site including: State Agency Records Officers & Assistants; State Agency Training and Resources; and Transferring Records — State Records Center & Archives.

Application for Records Retention Schedule and Records Series Inventory

The Application form is used to submit a new schedule or to amend an existing schedule/series. This form should be completed and signed by your Departmental Records Officer or Agency Head. It will be retained permanently at the Maine State Archives, so we prefer original signatures, but electronic signatures are also acceptable.

The Records Series Inventory works in conjunction with the Application form. Complete a Records Series Inventory Form for each series you are submitting and include samples of records to be scheduled (photocopies are fine, as well as redacted confidential information). Several Record Series may be listed on the same Application for Records Retention Schedule.

Completed form(s) with samples can be sent either by interoffice mail or emailed to Records Management.

Records Officer/Cardholder Form

This form is used to assign Records Officers, Records Officer Assistants, and any cardholders. You must be an approved cardholder (or RO, ROA) before you are allowed access to agency records at the State Records Center. Requests not received from or signed by authorized personnel will not be processed. Please submit to Records Management.

Transmittal of Records and Transmittal of Records Continuation Sheet

These forms are used by agencies to send records to the State Records Center or Archives. They require authorization from an agency Records Officer or RO Assistant.

If emailing the form, please submit to: Records Management or Archives Services.

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.

Packing List

This form must be completed (as many pages as necessary) and enclosed in any box packed for transfer to the State Records Center. For archival records (those sent to the Division of Archives Services), the packing lists are required to be included with the transmittal submission.

Keep a copy for your own records, listing each file in the box.

If you have questions, contact Records Management or Maine State Archives as appropriate.

Disposition Notification

When records have met their approved retention time per signed Record Retention Schedules, Records Management sends a Records Center Disposition Notification to the agency of record; to be approved and signed by the agency Records Officer. Agencies may also use this form as a guide (sample) when destroying records within the office (both paper and electronic) which need to be documented. These would only be records which have met retentions and are due for destruction according to approved retention schedules. (See General Schedule 7.2 for further information.)