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Forms
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Destruction Forms:
Report of Records Destruction - This form is used to report the destruction
of records that have met the end of thier 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 retetion schedule, do not need to be added to a
retention schedule and are no longer created by the office.
Imaging Forms:
If you wish to scan paper or microfilm records or if you wish to microfilm paper records then you should contact our office
about the form that you need to submit. Depending on the records series and your processes, you may be able to utilize a
simplified form. This can be easily determined by the Records Center staff. Call 602-926-3815 and describe your project so they
can get you the proper form.
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 41-1346(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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