Please remember to consult your agency’s Retention and Disposal Schedule before you remove any records from your office. This will prevent the accidental loss or destruction of valuable public records. If your agency does not have a Retention and Disposal Schedule, or if a particular record is not listed on your agency’s schedule, you should request a new or revised schedule from the Records Management Services at (517) 335-9132. If the records are identified for direct transfer to the Archives of Michigan, follow the instructions to determine how long they should remain in your office. If you have any questions about transferring records to the Archives of Michigan, please contact the State Archivist at (517) 373-1415.
To transmit records directly to the Archives of Michigan, please complete a "Direct Records Transmittal" form (MH-85). Be sure to include a complete description of the records, the inclusive dates for the records and the series item number from the Retention and Disposal Schedule. These forms cannot be processed if they are not complete.
The MH-85 form may be obtained from the State Archivist at (517) 373-1415. An electronic version of the form is available here, and it can be completed on-line.
The completed MH-85 form must be approved by the State Archivist before the records are shipped to the Archives of Michigan. To arrange the approval of a direct transfer, please send or fax the completed form to the Archives of Michigan (see address below). The State Archivist will contact you after reviewing the form.
Please maintain the order of your filing system when you pack the records. In accordance with the policies of the State Records Center, please do not mix records series within boxes. Only pack the records in "records retention boxes" (dimensions are 15" x 12" x 9.75"), because other boxes will not fit on the Archives’ shelves. State agencies note: Your department’s office products purchaser can order the boxes from the state-contracted office products vendor.
To properly seal the box:
Fold the back flap first, then fold the side flaps, and fold the front flap on top.
Place the tape across the front flap to seal the box.
The top and sides of the box should not bulge.
Center the box label and the blue barcode label on the end, not the side, of the box.
State Agencies: The Archives of Michigan will send you a receipt/inventory for records that are approved for transfer, along with blue barcode labels and a Records Transfer Request form. The receipt will indicate which box the labels must be affixed to. After you have affixed the labels, send the completed Records Transfer Request form to the Department of Management and Budget, Transportaton Services to notify them that the boxes are ready to be picked-up. DMB will deliver the boxes to the Archives of Michigan.
Local Agencies: The Archives of Michigan will contact you within 30 days to arrange the shipment of the records.
For more information, please contact:
Archives of Michigan
Michigan Historical Center
P. O. Box 30740
702 W. Kalamazoo St.
Lansing, Michigan 48909-8240
(517) 373-1408 (phone)
(517) 241-1658 (fax) archives@michigan.gov
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