Arizona State Library Archives and Records Management Home Page: http://www.azlibrary.gov/records, E-Mail: records@azlibrary.gov
1901 W. Madison St. Phoenix AZ 85009 Phone: (602) 926-3815 • FAX: (602) 256-2838
STATE ARCHIVES AND RECORDS
ESSENTIAL RECORDS LISTING
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Revised 01/2019
Media: Check the box designating the format of the records in this series: paper, electronic, microfilm, other.
Document type: Check the box designating if the records are the original documents or copies.
Location: For the record series listed, put the physical location of the records or the server (could include building, floor, room, file cabinet number, drawer number, etc.)
Quantity: List the quantity of the records in the series listed. This could include the number of boxes, book shelves, file cabinet drawers, cubic feet, linear feet, megabytes, etc.
Director, State Archives and Records Management
ARIZONA STATE LIBRARY, ARCHIVES AND PUBLIC RECORDS
A DIVISION OF THE ARIZONA SECRETARY OF STATE
Dr. Ted Hale, State Archivist
Fill in the contact information of your Records Officer including name, title, e-mail address and phone number.
Record Series Title/Records Description: List the Record Series titles using the exact record series name(s) found on the approved Retention Schedule being followed, the schedule
number or date approved, and the record series item #. If the records are unscheduled, write the terminology used in your office in the first column.
E.D. (Essential Designation). Enter the corresponding number of the designation for the record series listed. The number will show the essential records criteria chosen to designate
this series as essential.
Are necessary for emergency response.
Necessary to resume or continue operations.
Protect the health, safety, property and rights of residents and the government.
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Use this form to list the ESSENTIAL RECORDS of your agency.
In the top section enter the name of the Public Body transferring the records and the body receiving the records, and include any subdivision breakdown for division, department or
unit.
Update Cycle: Describe how often records are updated at this location (i.e. weekly, quarterly, annually, etc.).
Salvage Instructions: Briefly describe the necessity of salvaging this series (i.e. immediately, if necessary, etc.)
Backup Information: If there are copies of the record series listed and you do not use a separate line to describe them, note if the copies are on-site or off-site, and the location of the
records.
Submitting form: Mail or e-mail this form to the address below. Fax copies will not be accepted.
Would require massive resources to reconstruct.
Document the history of communities or families.
