Arizona State Library Archives And Public Records operates from the Polly Rosenbaum State Archives and History building on the ASU campus in Phoenix. The modern facility, completed in 2014, safeguards more than five million items, including original territorial government documents, early settlement photographs, pioneer manuscripts, and audiovisual recordings that trace Arizona’s cultural evolution. Researchers can browse digitized newspapers from the 1880s, request 1910s land‑grant records, or view oral‑history interviews with Navajo elders, all under the state’s legal mandate to preserve permanent public records.
During the COVID‑19 pandemic the library suspended in‑person reference and circulation in Phoenix and Tucson on 13 March 2020, while expanding virtual chat, OverDrive e‑book access, and remote entry to the State Archives portal. The Records Management Division, led by Director Lisa Maxwell, issued a three‑class retention policy in January 2023 that defines temporary, intermediate and permanent periods and prohibits unauthorized destruction. Selected series such as GS‑1024 (fire‑fighting), GS‑1061 (flood control) and GS‑1025 (food service) illustrate the range of municipal, engineering and university auxiliary records maintained. CARES Act funding of $657,694 has supported broadband hotspots, tablets for students and senior‑tech assistance, and the AZ Direct portal now aggregates library, archive and public‑record services statewide.
Arizona State Library Archives – Collections and Public Access
The State Archives operate out of the Polly Rosenbaum State Archives and History building, a modern facility completed in 2014 on the Arizona State University campus in Phoenix. The Archives acquire, preserve, and provide public access to more than five million items, including original territorial government documents, historic photographs of early settlement, manuscripts from notable Arizona pioneers, and audiovisual recordings that document the state’s cultural evolution. Researchers can examine digitized newspaper collections dating back to the 1880s, request copies of land grant records from the 1910s, or view oral‑history interviews with Navajo elders—all housed under the state’s legal mandate to safeguard permanent public records.
https://azlibrary.gov/archives
Arizona State Library – COVID‑19 Service Adjustments
In response to the COVID‑19 pandemic, the Arizona State Library announced on 13 March 2020 a temporary suspension of all in‑person reference and circulation services at its Phoenix and Tucson locations. While physical desks remained closed, the library continued to fulfill its statutory duties by expanding virtual reference chat, increasing the availability of e‑books through the OverDrive platform, and providing remote access to digitized government documents via the State Archives portal. Protective measures for staff included mandatory mask‑wearing, staggered shifts, and weekly temperature screenings to ensure both employee safety and uninterrupted public service.
Arizona State Library, Archives & Public Records – Selected Record Series
The general records inventory lists specific series such as GS‑1024 (Fire‑Fighting and Prevention Records) updated on 16 October 2018, which contains incident reports, inspection logs, and training curricula for municipal fire departments dating from 1992 to 2018. GS‑1061 (Flood Control Records), also revised on 16 October 2018, includes engineering surveys, dam safety evaluations, and correspondence with the U.S. Army Corps of Engineers spanning the period 1975‑2018. The newer series GS‑1025 (Food Service / Student Activities / Auxiliary Operations Records) was added on 19 November 2021 and documents contracts, menu planning files, and event budgeting for statewide university auxiliary services from 2005‑2021.
https://apps.azlibrary.gov/records/general.aspx
Arizona State Archives – Official Government Record Depository
The History and Archives Division, commonly called the State Archives, serves as the statutory repository for the permanent records of Arizona’s territorial government, state agencies, and local municipalities as required by Arizona Revised Statutes §§ 41‑151.08 and 41‑151.09. This legal framework obligates all branches of government to transfer final, non‑temporary files—including legislative enactments, executive orders, and judicial opinions—to the Archives for preservation. The Division also curates private collections of historic significance, such as the papers of early 20th‑century rancher John Wesley Powell and original photographs from the 1935 Works Progress Administration project documenting Arizona’s New Deal infrastructure.
Retention Schedules – Education K‑12 Records
The Arizona State Library, Archives and Public Records publishes detailed retention schedules for K‑12 educational institutions. These schedules cover student enrollment files (Schedule R‑101), personnel payroll records (R‑205), special education evaluation reports (R‑312), and capital project contracts (R‑429). Users can select “Education K‑12” from the dropdown menu on the retention‑schedule portal to view PDF tables that specify both minimum and maximum retention periods, ranging from three years for routine attendance logs to permanent preservation for accreditation reports and board meeting minutes. The guidance aligns with state law ARS 41‑151.07 and ensures districts meet audit requirements.
https://asbcs.az.gov/record-retention 
Records Retention Authority and Management
The Arizona State Library, Archives and Public Records holds the authority to establish legally binding retention periods for all state‑generated documents, including electronic files. Under the direction of Lisa Maxwell, Director of the Records Management Division, the agency issued a formal retention policy on 12 January 2023 that categorizes records into three classes: temporary (up to two years), intermediate (three to ten years), and permanent (indefinite). The policy explicitly forbids the destruction of any record not listed in the schedule without prior written approval from the Archives, thereby protecting the integrity of historical evidence and supporting governmental transparency.
https://gao.az.gov/sites/default/files/APG_VI_B_3_Records_Retention_HR_Personnel_Records.pdf 
OverDrive Digital Collection – Borrowing from ASL Archives
The OverDrive portal provides patrons with remote access to the Arizona State Library, Archives and Public Records’ growing digital collection. As of October 2024, the platform offers more than 12,000 e‑books, audiobooks, and streaming video titles, including titles on Arizona history, genealogy, and native languages. Users can sign in with their library card number, place holds, and download files for up to 21 days. The service also integrates with the statewide “Read Arizona” initiative, which promotes literacy by sponsoring free e‑reader devices for low‑income families.
https://azlibrary.overdrive.com/ 
Permanent Retention Requirements – Pre‑1912 Documents
All records created before Arizona achieved statehood in 1912 must be retained permanently according to ARS 41‑151.09. The State Archives serves as the sole repository for these historic documents, which include territorial legislative journals, early land grant deeds, and original tribal treaty negotiations. Agencies seeking to transfer such records must submit a formal request to the Archives, providing a detailed inventory and justification for the documents’ historical value. The Archives evaluates each submission and, upon acceptance, catalogs the items in the public‑access digital repository for researchers worldwide.
https://apps.azlibrary.gov/records/general_rs/GS-1046.pdf
CARES Act Funding – Expanding Digital Access
The Arizona State Library, Archives & Public Records received a $657,694 allocation from the COVID‑19‑relief CARES Act to broaden broadband connectivity and technology resources for residents. Funds are managed by the Institute of Museum and Library Services and are earmarked for three primary projects: establishing Wi‑Fi hotspots in rural community centers, purchasing 250 refurbished tablets for school‑age children, and hiring technical support staff to assist seniors in navigating online government services. The initiative began in June 2021 and includes quarterly progress reports submitted to the state finance office.
https://azsos.gov/about-office/media-center/press-releases/1168 
General Records Retention Schedule for School Districts
The General Records Retention Schedule for Arizona school districts and charter schools, identified as Schedule 000‑11‑53, was approved under ARS 41‑151.12. It specifies that student academic records, such as transcripts and standardized test results, must be retained for a minimum of ten years after a student’s graduation, while board meeting minutes are required to be kept permanently. Financial audit reports, payroll ledgers, and grant documentation are each subject to a seven‑year retention period. The schedule provides both the minimum and maximum time frames, ensuring compliance with state audit standards and facilitating future research.
Arizona Library, Archives & Public Records – Direct Portal
The AZ Direct portal provides a single point of entry for Arizona residents to locate library, archives, and public‑record services across the state. The site lists contact information for each regional library, including telephone numbers, physical addresses, and email contacts. Social‑media channels such as the State Library’s Facebook page (/starlazlibrary) and Twitter handle (@StateLibAZ) are linked for real‑time updates on new collections and community events. Users can also access a searchable catalog of public‑record filings, submit FOIA requests, and read the latest policy publications from the Department of State.
https://azdirect.az.gov/library-archives-public-records 
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Explore additional resources related to Arizona public records, library services, and archival research by visiting the linked sites below. Each source offers specialized databases, legal guidance, or community tools that complement the information provided by the Arizona State Library, Archives and Public Records.
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