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Forms

Files formatted in Adobe Portable Document Format (PDF) require the Adobe Acrobat Reader to view and print. You can download the free reader directly from Adobe. Windows versions are approximately 4MB in size.

Destruction Forms:

Report of Records Destruction - This form is used to report the destruction of records that have met the end of their retention period on an approved retention schedule. Click here for a Word version of the form.

Single Request for Records Destruction/Transfer - This form is used request permission to destroy or transfer records that are not listed on an approved retention schedule, do not need to be added to a retention schedule and are no longer created by the office.

Imaging/Microfilming Forms:

If you wish to scan paper or microfilm records or if you wish to microfilm paper records then you need to get permission from our office. That is accomplished by submitting the appropriate form below and getting approval.

Request for Document Imaging - This form is used to be permission to create an electronic version of a paper or microfilm record.

Request for Microfilming Permanent Public Records - This form is used to get permission to create a microfilm copy of a paper record.

Certificate of Compliance - This form must be submitted annually by vendors when they are hired by an agency or political subdivision to microfilm records.

Records Officer Forms:

Records Officer Designation Form - This form is used to designate the official Records Officer for each state agency, city, county, or other political subdivision per ARS 41-151.14(A)(7). When there is a change in Records Officers, a new form should by submitted and signed by the head of each state and local agency.

Records Center Forms:

Records Center Checklist

Transfer Manifest - This form is used when a state agency is transferring boxes to the Records Center for storage. One form is needed for each account code for each box pick-up or delivery.

Box Transfer Data- This form is used to record the information about the boxes that are being transferred to the Records Center. Each form contains 4 section and 1 section should be filled out for each box that is being transferred.

Interfile Transfer Cover Sheet - Whenever you need to send a new file to the Records Center to be added to a box that is already in storage, you need to send this form along with that file. There should be one form for each file that you transfer.

Archives Forms:

Agreement to Transfer Records - Use this form when transferring permanent legal custody of records from creating office to Arizona State Archives.

Agreement to Transfer Court Records - Use this form when transferring permanent legal custody of records from creating court to Arizona State Archives. (For use with court records only)

Pre-Destruction Form - Use this form before considering destruction of court records. (For use with court records only)

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