Forms

Certificate of Records Destruction (10/2023) This form is used to report destruction of records to the AZ State Records Management Division, records that have met the minimum requirement of their record retention, per approved retention schedule. The signed original form is sent to the Records Manager.
Notice of Destruction Prior to Records Disposition PDF Version/Excel Version (9/2019) This form will be used to report any records that have been destroyed before the required minimum retention. This will typically be an unforeseeable event and accidental in nature, the records are unrecoverable.
Pre-Approval for Unscheduled Records Disposition (10/2023) This form is required prior to destruction of records that are not on an approved retention schedule. Pre-approval is required for any records not on a state approved retention schedule.
Pre-Destruction Form (for use with court records only) (5/22/2013) Use this form before considering destruction of court records.

Essential Records Listing Form PDF Version/Excel Version (1/2019) This form is required for the statutory reporting of essential records within your department every 5 years.

Agency Transfer Checklist (1/2014) This form is used to schedule a permanent records pre-transfer consultation with the AZ State Archives.
Agreement to Transfer Records (10/2023) This form is required to send archival/permanent records to the AZ State Archives. This is sent to the Records Manager for pre-approval from the AZ State Archives.
Preparing Boxes for Transfer Guidelines(5/2015) These guidelines will assist with preparing boxes for transfer to the AZ State Archives for permanent storage.
Special Instructions for Transferring Items Other Than Paper (5/2015) These instructions will guide you through the process of transferring digital media, photographs, etc. to the AZ State Archives.
Agreement to Transfer Court Records (for use with court records only) (5/2011) This form is used when transferring permanent legal custody of court records to the Arizona State Archives.
Request for Transfer of Records Between Public Bodies PDF Version/Excel Version (9/2019) This form would be used when needing to transfer records and custody to another public body.

As of 10/1/2023, only records with a retention time of 10 years or more require an imaging request.
Request for Document Imaging of Permanent Records/Web Dissemination (10/2023) This form is used when creating a digital record from paper or microfilm for web dissemination. All archival/permanent records must be retained in either paper or microfilm format per State standard. This request should be filled out with Records Management as part of an electronic imaging initiative.
Request for Document Imaging of Non Permanent Records - Ten Years Or More (10/2023) This form is used when creating a digital record from paper or microfilm. Your source document/original, if not an archival/permanent record, the original could be destroyed and the electronic copy retained as original. This request should be filled out with Records Management as part of an electronic imaging initiative.
Contracted Document Imaging Services Agreement PDF
Contracted Document Imaging Services Agreement FAQ
Request for Microfilming of Permanent Public Records PDF Version (11/2022) This form is required to create microfilm from a permanent paper record.

Certificate of Compliance PDF Version (11/2022) This form is required for all micrographics labs processing microfilm, attesting to AZ State Standards.

The link below will direct you to the Arizona State Library, Archive and Public Records website, specifically to the area for Forms.

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