Manage your agency’s records with confidence. The Mississippi Department of Archives and History is responsible for implementing Mississippi’s laws on records management.
Our staff is available for free consultations on how to manage your records, including records retention schedules, proper disposal methods, management of electronic records, and interaction with the state records center and state archives.
Don’t see the answer to your question here? Email cprimer@mdah.ms.gov or bdent@mdah.ms.gov
Our hours are Monday through Friday, 7:30 a.m.–4:30 p.m.
Retention Schedules
Search the Records Control Schedules that have been approved by the State Records Committee.
- Agency Schedules
Agriculture & Commerce
Animal Health
Archives
Arts Commission
Attorney General
Auditor
Banking and Consumer Finance
Charter School Board
Child Protection Services
Community College Board
Cosmetology
Education
Educational Television
Emergency Management
Employment Security
Ethics Commission
Finance and Administration
Governor
Health Department
House of Representatives
Human Services
Institutions of Higher Learning
Insurance Department
Joint Legislative Budget Committee
Joint Legislative Committee on Reapportionment
Joint P.E.E.R. Committee
Judicial Performance, Commission on
Library Commission
Marine Resources
Medicaid
Mental Health
Mississippi Business Finances Corporation
Mississippi Development Authority
Mississippi Military Department
Motor Vehicle Commission
Oil and Gas Board
Pharmacy, Board of
Public Employees Retirement System
Public Safety, Department of
Public Service Commission
Public Utilities Staff
Rehabilitation Services, Department of
Revenue, Department of
Secretary of State
Soil and Water Conservation Commission
State Personnel Board
Supreme Court of Mississippi
Tax Appeals, Mississippi Board of
Transportation, Department of
Treasury Department
University of Mississippi Medical Center
University Press
Veterinary Diagnostic Laboratory
Wildlife, Fishes, and Park, Department of
Workers Compensation Commission- General Schedules
Accounting & Budget
Administration
Administrative Procedures
Annual Reports
Buildings, Construction, and Facilities
Contracts
Cultural Resources
Economic Development
Family Support Services
Grants, Loans and Tax Incentive Programs
Healthcare
Information Technology
Inspection Records
Law Enforcement, Corrections & Parole
Legal
Licensure, Permits and Certifications
Military & Veterans
Payroll
Personnel
Procurement
Property
Public Relations
State Plan
Training Records
University Records
Vehicle Records
Vital Records
Archival Transfer
Please contact our government records archivist to schedule a time to review your records prior to transfer to the state archives. E-mail sstalzer@mdah.ms.gov or call 601-576-6880.
Management Guidance
We offer the following resources to help you manage your state records.
- Retention of Electronic Records
Electronic Records are subject to the same retention guidelines as paper records and existing retention schedules apply to all records regardless of format unless noted otherwise in the approved retention period.
- Legal Guidance
MS Archives and Records Management Law (25-59-1)
MS Public Records Law (25-61-1)
UETA (75-12-1)- Rules & Regulations
Sample Email Management Policy for State Government Agencies
State Records Center
The State Records Center provides low-cost storage of records with short-term value to state agencies. Records stored at the State Records Center must be covered by an approved records control schedule.
The Records Center provides the following services:
- Free transportation of storage boxes to the records center (only within Jackson)
- Free return of boxes in the event of an audit or litigation
- Free destruction of records stored at the records center
- Free computer back-up tape rotation and storage for agency IT offices
Boxes that are sent to the State Records Center must meet the following specifications:
- Boxes must be brown corrugated, single piece construction
- 15d"x12w"x10h", 200 lbs. test, 42 lbs. Kraft with no deviation, C-flute, glued or taped, with an edge crush test of 32 lbs.
- Gross weight limit of 65 lbs.
How to Send Your Records to the State Records Center
I want to:
- Transfer New Records
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- Complete the Transmittal Form (SRC 102) .
- Email form to records@mdah.ms.gov. Forms sent via hand-mail or fax will experience significant delays.
- Pack records in boxes that meet the center’s specifications.
- Complete the Box Label form and affix to the short end of boxes.
- State Records Center staff will pick up the records.
- Request Records
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If you need to request records that are currently stored at the center, follow the directions below to have them delivered to your agency. This is normally used if there is an audit or litigation.
- Complete the Request for SRC Service form.
- Email form to records@mdah.ms.gov. Forms sent via hand-mail or fax will experience significant delays.
- The requested boxes will be delivered to your agency.
- Return Records
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If the State Records Center staff returned some of your records and you need them stored again, follow the directions below.
- Complete the Request for SRC Service form.
- Email form to records@mdah.ms.gov. Forms sent via hand-mail or fax will experience significant delays.
- State Records Center staff will pick up the records and return them to the records center.
- Request Approval for Off-Site Storage
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If your agency is unable to store records at the agency’s office or the State Records Center and wants to use an off-site vendor, follow the directions below.
- Complete the Off-Site Lease Application.
- Submit the application for approval by the State Records Committee prior to the execution of a contract.
- The application must be mailed to the Government Records Section at P.O. Box 571, Jackson MS 39205-0571 and received at least 60 days prior to the Committee meeting.
- DFA will not allow funds to be expended for off-site storage without approval from MDAH and the State Records Committee.
- Computer Back-up Tape Rotation
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If you want to add your agency to this rotation/storage service, please call 601-354-7386.
Note: Forms require Adobe Acrobat Reader, available free at adobe.com. To save data entered in these forms, you must use the Save button in the Acrobat Reader toolbar—not your browser’s toolbar. If your version of Reader does not show the button in the toolbar, right-click the top Acrobat Reader toolbar, and select “More Tools…” Scroll down to “File Toolbar” and make sure the “Save a copy” box is checked. You may also save the documents and work offline.
To ensure timely and accurate assistance with your request, state agencies are encouraged to forward all Reference Requests and Transmittals as e-mail attachments to records@mdah.ms.gov. You may experience a delay if you fax or hand-mail your request.
Public Notice
The State Records Committee meets the third Thursday of January, April, July, and the 4th Thursday in October. Meetings are held at 10 a.m. in the Board Room of the William F. Winter Archives & History Building located at 200 North Street, Jackson, Mississippi.
The State Records Committee is composed of the secretary of state, state auditor, governor, Health Department, and the director of the Mississippi Department of Archives and History. The director of the Mississippi Department of Archives and History serves as chairperson of the committee.
Retention schedules presented to the committee are available for public comment thirty (30) days prior to the meeting or may be obtained by contacting the Government Records Office. When possible, the proposed retention schedules are posted on this site.
Written public comments may be submitted to Government Records Office.
Links
State Records Committee Rules and Procedures (PDF)
Meeting Packet (PDF)
Meeting packets will include meeting location/access, agenda, minutes of the previous meeting, pending schedules, schedules to be amended or abolished, off-site lease applications, and any other business before the Committee.