Section 255-2-6 - RETRIEVAL OF RECORDS FROM THE STATE RECORDS CENTERAgencies retain ownership of records they have transferred to the State Records Center. Only authorized access cardholders can request files. (See Section 8 for detailed information on Access) Agencies must direct all requests for reference services through these designated individuals.
A. Requests for reference services should be transmitted to the State Records Center via the online "Request for Reference Service" form. Inquiries will be answered as quickly as possible; usually, within twenty-four (24) regular business hours after receipt. If/when possible the inquiries and relating materials will be sent via email; if the requested material is too large (too large to be sent through State of Maine servers) it will be sent by mail (inter-office when applicable).B. When requesting urgent reference service by telephone, the agency must provide the same type of information as though the request were being submitted on the "Request for Reference Service" form. No restricted information shall be given over the telephone by State Records Center personnel.C. When requesting information from transferred records, an agency should clearly define what information is needed and to the extent possible, indicate where this information may be found in the records. The State Records Center can only report on the facts that appear in the records and cannot interpret these facts. If an interpretation is needed, the agency requiring it should either ask to withdraw the record or should arrange to consult the record at the State Records Center.D. Agency records may be removed from the State Records Center facility in accordance with established procedures. No agency records shall be loaned to private persons nor to nongovernmental organizations. The means of transmitting withdrawn records is a matter of negotiation between the State Records Center and the transferring agency; this is done via the request form and access card authority. Records retained beyond approved retention periods are in non-compliance. Potential liabilities associated with keeping records beyond established retention schedules (agreed to by the agency and the Maine State Archivist) fall on the agency.