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.
Note: All forms below should be filled out electronically and returned to specified email address 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 (Word) and Records Series Inventory (Word)
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 Department's 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 new 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 are to be emailed to Records Management.This form is used to appoint Records Officers, Assistant Records Officers, and any Cardholders. You must have an approved Access Card number before being allowed access to agency records at the State Records Center. Please submit requests to Records Management.
Transmittal of Records (Word), Transmittal of Records Continuation Sheet (Word) and Transmittal Instructions (Word)
These forms are used by agencies to transfer records to the State Records Center or Maine State Archives. They require authorization from an agency Records Officer or Assistant RO.
When emailing the form, please submit to the appropriate email address: Records Management or Archives Services.
Transmittal submissions will be addressed in the order in which they are received. Please allow 1-2 weeks once transmittals are received for materials to be picked up.Packing List (Word) Packing List (Excel and Packing List Instructions
This form must be completed (as many pages as necessary) and enclosed in any box packed for transfer to the State Records Center and/or Maine State Archives. Packing lists are required to be included with all transmittal submissions.
Retain a copy of each packing list at your office, they should be kept with your final transmittal, which act as your finding aid.
If you have questions, contact Records Management or Maine State Archives as appropriate.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. For records within the office, Agencies can find a sample disposition form in Appendix B on the State General Schedules, (for both paper and electronic) which needs 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 (PDF) for further information.)