Section 255-2-5 - TRANSFER OF AGENCY RECORDS TO THE STATE RECORDS CENTERRecords which are considered closed but still need to be retained for fiscal, legal, or administrative reasons may be kept at the State Records Center per an approved Records Retention Schedule. All Records in the State Records Center and all pre-archival records belong to the agencies that created them.
A. The State Records Center will accept for transfer any records offered by State agencies, subject to the following conditions: 1) Records must be on an approved Records Schedules before any records are transferred. Agencies must know Schedule and Series numbers, along with other distinguishing information for the records being transferred.2) Only those records which have fulfilled any in-agency retention time, which have not already met their full retention time, and which have a specified State Record Center retention time according to approved schedules can be transferred.3) Facilities for storing and providing reference service on the records are available.B. Procedures for Transfer 1) The State Records Center will accept only transfers that meet the criteria listed below in Sections 2 and 3. We reserve the right to refuse pickup or delivery if these requirements are not met. This helps us to provide the best possible service to our customer agencies.2) Agencies must make out a Transmittal of Records Form and send it to recordsmanagement.archives@maine.gov for initial review. Requests shall specify the nature and quantity of the records proposed for transfer. The transmittal form must be completed with all required information and must be signed by an authorized Records Officer or RO Assistant. Mixed year dates on transmittals are not accepted.3) State Records Center staff will notify the agency once the transmittal is approved and arrange for either a pick-up or delivery date of boxes. State Records Center staff will contact the agency to schedule a delivery date and time. Staff only picks up boxes in the Augusta area.C. Requirements for Packing Boxes 1) Boxes must be packed in Archives approved 801 boxes. Boxes are available for purchase from the WB Mason catalog or through WB Mason online.2) Boxes are to be packed by year, then alphabetically or numerically. Box sets are to be packed representing one year for each transmittal. No three ring binders or hanging file folders will be accepted. Clips, staples, and rubber bands are not recommended, especially for records with long-term storage.3) Boxes should not be filled to full capacity but allow enough space to include add-on files. Add-on files will be accepted upon consultation with staff. A new box should be made for a large add-on file with a new transmittal, cross referencing the original material. Records Management will also add cross referencing to the original file (box). The agency will notify the State Records Center which transmittal the box should be added to (paying attention to closed last dates).4) Agencies must complete a packing list and include one in each box transferred to the State Records Center. Agencies should keep a copy for reference purposes.5) Agencies are to write with a black marker on the outside of each box being transferred, the assigned box number and arrangement (first and last file in the box). State Records Center staff will complete remaining information.6) The State Records Center will furnish agencies with a final copy of the transmittal form. The returned copy will include 8-digit location numbers, transmittal number and final disposition dates, which serve as a future aid in requesting reference services.