Forms and Approvals
Archives (Permanent Records Transfers to State Archives)
- Agreement to Transfer Records: Use this form when transferring permanent legal custody of records from creating office to Arizona State Archives
- Preparing Boxes for Transfer: Instructions for preparing your boxes for transfer to the Arizona State Archives
- Special Instructions: Use this form in addition to the Agreement to Transfer Records for records on non-standard paper or records on other media
Disposition and Destruction
- Certificate of Records Destruction
- Pre-approval for Unscheduled Records Disposition
- Transfer of Records Between Public Bodies
Imaging and Microfilming - Forms
As of 10/1/23 only records with a retention time of 10 years or more require an imaging request.
- Minimum Standards for Digital Imaging or Scanning of Textual Documents
- Request for Document Imaging of Public Records (10+ years)
- Request for Document Imaging of Public Records (Permanent Records for Web Dissemination)
NOTE ABOUT "CERTIFICATES OF COMPLIANCE"
This form is used only when vendors will be performing microfilming services and that they are certifying they meet or exceed the state's microfilming requirements.
Submit by mail to: Arizona State Archives and Records Management Division, 1919 W. Jefferson Street, Phoenix, AZ 85009. Your Request for Microfilming MUST BE APPROVED FIRST and a MCN# (Microfilm Control Number) issued before you choose a vendor. This MCN# must be provided to the vendor and they must record it on the Certificate of Compliance Form they complete with additional required information. If any information is missing, the form will be returned to the agency. Thank you for your understanding during this transition.
