Forms and Approvals
Arizona State Library, Archives & Records COVID-19 Response – Temporarily suspending all in-person services, while maintaining our statutory responsibilities
- Our number one goal is to keep the public and our employees safe
- The situation related to COVID-19 is rapidly developing, as is the response from this office and the state. Please check back regularly for updates
- We are committed to providing continuity of services while reducing exposure risks
- In-person trainings for ALL divisions are on hold until further notice. Divisions will hold trainings by webinar as needed.
- Department staff will attend community meetings virtually or by phone, when available.
- Services impacted:
- In-person Patent and Trademark Resource Center consultations
- In-person retrieval and immediate checkout of materials to patrons of Arizona Talking Book Library
- Walk-in reference service for Archives & the Research Library
- Ask a Question - online reference service
- Digital Arizona Library, including statewide electronic resources
- Records retention schedules assistance
- Arizona Talking Book Library requests and link to downloads
- Tools and resources for library staff
- Online continuing education for library staff
- Consulting for library staff on grants, electronic resources, digital inclusion efforts, Public Library Survey and all library services
- Communications channel for County Librarians
- E-rate Services offered online and by phone
- Arizona Capitol Museum Giftshop orders can still be placed online
- Arizona Capitol Museum collections can be viewed online through the Arizona Memory Project and Google Cultural Institute
- Arizona Capitol Museum staff can respond to email and phone call inquiries.
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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
- Notice of Destruction Prior to Records Disposition
- Pre-approval for Unscheduled Records Disposition
- Transfer of Records Between Public Bodies
Essential Records Listings
- Establishing an Essential Records List
- Essential Records Listing Templates ((8.5" x 11" PDF) ) ((8.5" x 14" PDF))
Imaging and Microfilming - Forms
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.
Records Officer