Purpose: Provide guidance to state government agencies regarding the proper transfer procedure for archival records.
Records are transferred to the State Archives either directly from the agency that created them or via the State Records Center.
Direct Transfers
Purpose: Provide guidance to state government agencies on forms required to transfer or request material from the Maine State Archives and/or the State Records Center. The forms listed below have been updated and are requested for use. Please discard any forms dated prior to 2017.
Purpose: Provide guidance to state government agencies regarding the importance of appointing the appropriate staff member as their agency Records Officer.
What is an agency Records Officer?
Purpose: Provide guidance to state government agencies on the process for preparing and submitting agency schedules to the Records Management Division for approval.
Purpose: Provide guidance to state government agencies regarding the preparation of paper records for archival transfer.
Purpose: Provide guidance to state government agencies regarding the difference between the State Archives and the State Records Center when transferring material to fulfill the requirements of approved retention schedules.
Purpose: Provide guidance to state government agencies on required retention of working documents and drafts.
Working documents and drafts are public records but they might only need to be retained for a brief period of time if they do not have significant administrative, legal, fiscal or historical value.
Considerations when retaining working documents and drafts:
Purpose: Provide guidance to state government agencies regarding the definition of a record for the purposes of records retention.
As a state government employee, you are responsible for managing any and all records, regardless of media or characteristics, that are created within your agency. If you can answer "yes" to any of these questions, the item in question is a record and must be retained:
Purpose: Provide guidance to state government agencies on record terms.
RECORD means all documentary material in any format (paper, digital records including e-mail), made or received and maintained by an agency in accordance with law or rule, or in the transaction of its official business.
Purpose: Provide guidance to state government agencies on determining retention for their agency-specific record schedules. (The state's General Schedules are used in conjunction with agency-specific schedules).
