Forms and Instructions
Records Management Procedures
- Records Management Procedure 1-1
- Records Management Procedure 1-1
- Records Management Procedure 2
- Records Management Procedure 2
Records Retention and Disposal Schedule Forms and Instructions
- DGS 550-1 Records Retention & Disposal Schedule
- DGS 550-1 Records Retention & Disposal Schedule
- DGS 550-1a Records Retention & Disposal Schedule Continuation Sheet
- DGS 550-1a Records Retention & Disposal Schedule Continuation Sheet
- DGS 550-4 Agency Records Inventory
- DGS 550-4 Agency Records Inventory
- DGS 550-6 Electronic Records Inventory
Records Disposal Forms and Instructions
Records Disposal Forms can now be submitted online at http://disposal.msa.md.gov. For more information, please email schedule@mdsa.net or call 410-260-6467.
- DGS 550-2 Certificate of Records Disposal for State Records Management Center
- DGS 550-2 Certificate of Records Disposal for State Records Management Center
- DGS 550-9 Court Certificate of Disposal Instructions
- DGS 550-9 Court Certificate of Disposal
- DGS 550-9 Court Certificate of Disposal
Records Transfer Forms and Instructions
- DGS 550-5 State Records Management Center Records Transmittal & Receipt
- DGS 550-5 State Records Management Center Records Transmittal & Receipt
- State Archives' Pre-transfer Record Condition Assessment Form
- State Archives' Records Transfer Procedures
- State Archives' Preliminary Inventory Worksheet Instructions for Records Transfer
- State Archives' Preliminary Inventory Worksheet for Records Transfer
- Instructions for Acquiring and Assembling Records Center Boxes
Forms and Instructions to Request Records to be Returned to Agency
- DGS 550-8 State Records Management Center Records Request
- DGS 550-8 State Records Management Center Records Request
- State Archives' Instructions to Request Return of Records to Agency
Measurements and Conversions to Estimate Quantity of Records
The State Records Center and State Archives use cubic feet to measure the quantity of records in their custody. Below is a conversion table to estimate the quantity of records in your agency's custody. This can be used when preparing inventories for records to be transferred to the State Records Center or State Archives. Here are the conversions:
- 1 book usually equals 0.5 cubic foot
- 1 record center box equals 1 cubic foot
- 1 letter size file drawer equals 1.5 cubic feet
- 1 legal size file drawer equals 2 cubic feet
Electronic data can also be measured to estimate storage capacity for digital information. One can easily measure the kilobytes, megabytes, gigabytes, or terabytes on a computer hard drive or a server. A compact disc usually holds 600 megabytes of data.
This web site is provided as a courtesy of the Maryland State Archives. As you develop your records management program, you should consult with the Records Management Division of the Department of General Services and your staff counsel.
© 2007-2009 Maryland State Archives