Special Instructions for records not on standard paper
or records on other media
Due to the on-going technology costs, as well as, staff time and expertise needed for the special
handling, migration of media and file format, server storage and other requirements for the
preservation and continued access of records not in paper the State Archives may request the Agency
maintain and ensure public access to the records until our agency secures the necessary resources.
Non-paper based records cannot be transported if the outside temperature is over 90 F or under 45
F, at any time during transportation, due to the instability of the media. Exceptions can be made if the
media is transported in a climate controlled vehicle and not exposed to sharp temperature changes
for more than 10 minutes.
A. If you are transferring published material such as books, magazines or newspapers, please email
the series title, date range and/or a brief description of the items to firstname.lastname@example.org
not fill out this form for these materials.
For all other items, please fill out the rest of this form.
B. Agency Contact Information.
1. Agency or Local Governmental Institution:
2. Agency Division:
3. Point of Contact Name:
4. Point of Contact Email & Phone Number:
C. Follow the “Preparing Boxes for Transfer Guidelines” document for transfer box packing.
D. The State Archives is only able to accept a limited number of file formats and media types.
Ability to accept formats and media listed in below sections will be discussed during pre-transfer
1. If files have not been exported from originating server or data system, do not do so until
after initial pre-transfer consultation. Data system setups and uses are unique, the specifics
of data export and transfer will be discussed during the pre-transfer consultation.
2. An IT representative may be required to attend the pre-transfer consultation.
3. Creating agency is responsible for supplying an external hard drive for transfer.
4. The agency is responsible for and must maintain the records until the State Archives has
confirmed a successful ingest of electronic/digital records and has notified the agency.
Effective Date: 1 May 2015
Please file out this form and submit to the State Archives with the Transfer form.
If you have any questions or special considerations please note them on this form so they may be
addressed during the Pre-Transfer Consultation.