Code of Maine Rules › 29 - DEPARTMENT OF THE SECRETARY OF STATE › 255 - MAINE STATE ARCHIVES › Chapter 2 - STATE RECORDS CENTER FACILITY AND SERVICES › Section 255-2-4 - STATE RECORDS CENTER FACILITY

Current through 2024-29, July 17, 2024
A. Description and
				Overview
The State Records Center provides safe, environmentally
				  controlled storage for agency records that must be temporarily retained. These
				  are closed records which an agency has infrequent need for but still must be
				  retained to fulfill fiscal, administrative or legal needs per the schedules.
				  State Records Center services are available to all state agencies. All records
				  sent to the State Records Center must be on an approved records retention
				  schedule.
Serves as an off-site storage facility for state agency
					 records that remain under the legal custody of those agencies
										Houses only those records that are subject to records
					 retention schedules and have not yet reached the end of their retention
					 period
										Stores records based on agency retentions for
					 administrative, fiscal or legal purposes, which are then destroyed (according
					 to schedule)
										Only allows the agency of origin to access the
					 records
										Delivers records back to the agency of origin upon
					 request
										Assigns each box of records a unique bar-code and
					 container number for inventory control, tracking and reference
B. Hours
				of Operation
The State Records Center is a closed facility. Any agency
				  wishing to schedule a pick-up / drop-off, box review or other consultation at
				  the State Records Center must schedule a time with staff. Except for holidays
				  and at such other times as may be specified by the State Archivist, agency
				  State Records Center staff are available for scheduling Monday through Friday
				  from 8:00 a.m. to 4:00 p.m.
C. Surveillance and Maintenance
The Supervisor of the State Records Center shall be
				  responsible for administering effective surveillance against unauthorized
				  persons in the State Records Center facility and for oversight of building
				  maintenance including shelving, storage areas, humidity control, temperature
				  regulation and overall care and protection of physical
				  records.
D. Agency Records
				Storage/Alternative Warehouse Facilities
(Also captured in Chapter
				1)
Agencies may maintain storage areas for the temporary
				  storage of agency records pending their transfer to the State Records Center or
				  other disposition authorized by law. No agency records storage area shall be
				  established or relocated by an agency without the prior approval of the Maine
				  State Archivist.
Each temporary storage area shall:
1. Provide security to prevent the loss of
				records both in storage and in reference areas. This shall at a minimum include
				locks on all doors and windows, plus an intruder alarm system, a fire alarm
				system and fire suppression system.
2. Provide storage facilities situated in a
				physically safe location (i.e., not located in a flood plain; not located next
				to a hazardous chemical storage area; etc.). These facilities should have
				heating/ventilation/air conditioning capable of maintaining temperatures
				between 60 and 70 degrees Fahrenheit, and of holding relative humidity to less
				than 50 percent.
3. Show evidence
				of a capacity to care for the records by providing evidence 1) of a mission
				statement; and 2) that a person who cares for the records has had basic records
				management training, such as a workshop approved by the Maine State
				Archivist.
4. To store confidential
				records, the institution also must show evidence that it has staff capable of
				maintaining confidentiality in accordance with policies of state government
				agencies.