about the archives
It is the responsibility of Directors and Agency Heads to establish and maintain an efficient and continuous records management program. It is also their responsibility to appoint agency Records Officers.
It is the responsibility of the agency Records Officers to have the knowledge of the agency, its records and functions to create an inventory of records, schedules and office file plan and keep these updated.
All State Employees (by Directors and Records Officers following appropriate procedures) will understand they are creating public records, what records they are responsible for, will be aware of the General Schedules, Agency Specific Schedules and know their agency Records Officer.
State Government Agencies Records Management
Information for All State Employees
- Basic Records Information (doc, 69KB)– definition of records, records vs. non-records, public records, 4 categories of records, schedules
- Basic Email Information (doc, 56KB)– Emails as records, determining when emails are records, correspondence, how to identify your records
- General Schedules – schedules which affect all state agencies
- Agency Schedules – schedules which apply to specific agencies
- Records Officers – every agency should have an appointed Records Officer
- FAQs General (doc, 37KB)
- Records Management Policy – State of Maine Policy on Preservation of State Government Records, Acknowledgement must be signed by all employees annually
Information for Directors/Agency Heads
Information for Records Officers
- Records Management Manual (doc, 3MB) (PDF, 1.02MB)
- Starting a Records Program (doc, 67KB) – developing an inventory, schedules, file plan
- How to Create Schedules/Amendments (doc, 64KB) – how to create schedules for your office and to know when to send records to the Records Center or Archives
- Transfer/Retrieve Records (doc, 546KB) – how to pack boxes, transfer records and retrieve records
- FAQs RM Process (doc, 30KB)
- Forms – all records management forms (for Schedules, Transmittals, etc.)
- Forms Policy – who has authority to sign records management forms
- National Archive (NARA) Videos - Word of the Week (youtube videos)