1. A. Prior to the delivery to the Louisiana State Archives, the submitting agency must provide completed archives transmittal forms, which will serve as an inventory, sufficiently detailed, to enable archives staff to retrieve records as they are needed.

   1. 1. On each transmittal form, the agency shall include:

      1. a. name and address of agency;
      2. b. the records officer name and official title within the agency;
      3. c. contact information (phone and email address) for the records officer;
      4. d. any restrictions that exist for the specific records within the collection, such as attorney-client privilege or that the records contain personally identifiable information, must be included on the particular form;
      5. e. the total number of boxes/items to be transferred;
      6. f. signature of records officer and date signed by officer;
      7. g. page number and total number of pages of transmittal (i.e., Page 1 of 5).

   2. 2. For each box or item, agency shall include on the transmittal:

      1. a. title of records series as it appears on the agency's approved retention schedule;
      2. b. only one box may be listed on an archival transmittal form.
   3. 3. Submission and the acceptance of an archives transmittal form from an agency or donor by the Louisiana State Archives constitutes an Act of Donation to the Louisiana State Archives by the agency or donor and transfers all rights and ownership of the records to the Louisiana State Archives.
2. 4. The Louisiana State Archives will return a signed copy of the archival transmittal form signed by the receiving archivist after the transmittal has been processed.

Authority Note

AUTHORITY NOTE: Promulgated in accordance with R.S. 44:405.

Historical Note

HISTORICAL NOTE: Promulgated by the Department of State, Office of the Secretary of State, Division of Archives, LR 29:955 (June 2003), amended LR 51:1874 (November 2025).