Preliminary Inventory Worksheet Instructions

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Record Transfers and Space Management

INSTRUCTIONS FOR COMPLETING A PRELIMINARY
INVENTORY WORKSHEET OF SERIES CONTENTS
A separate preliminary inventory worksheet should be prepared for each distinct record series (i.e. land records, wills, general correspondence). Once the worksheets have been completed, please submit them electronically to:

Kevin Swanson,Interim Director
Record Transfers and Space Management
Maryland State Archives
Phone 410-260-6450, Fax 410-974-2525
Email: transfer@msa.md.gov

Enter, the date on which this is being done, the agency/organization which created the records, and a descriptive series title identifying the type of records being inventoried (i.e. land records, general correspondence, press releases).

1. Indicate Circle “Box” or “Volume” as appropriate in the left-hand column, depending upon whether the basic series unit is a book or a box of papers.
2. Next enter a brief description of the contents of each box or volume.
3. Enter the dates covered by the contents of each box or volume.
4. DO NOT enter any information in the location column. Locations will be assigned by Archives staff prior to the transfer of records.
5. The Archives will solicit estimates from vendors familiar with transporting records. The transferring agency is responsible for all costs for delivery and shelving the records.

Confidential records will be marked restricted. Please provide the Annotated Code Section and procedures for access to these records.
If you have any questions, please contact Kevin Swanson at (410) 260-6450.
NOTE: Records must be packed using one cubic foot record center boxes. State Use Industries supplies these boxes, call (410) 540-5400.

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