Arizona State Library Archives and Public Records safeguards over five million items in the modern Polly Rosenbaum State Archives and History building on the ASU campus in Phoenix. Completed in 2014, this facility protects original territorial government documents, early settlement photographs, pioneer manuscripts, and audiovisual recordings that trace Arizona’s cultural evolution. Researchers access 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. The agency also manages digital services, retention policies, and statewide access through portals like AZ Direct and OverDrive.
Location, Facilities, and Public Access
The main hub for Arizona State Library Archives and Public Records is the Polly Rosenbaum State Archives and History building, located at 1955 E. 6th Street, Phoenix, AZ 85006, on the Arizona State University campus. This state-of-the-art facility opened in 2014 and was designed to meet archival preservation standards, including climate control, fire suppression, and secure storage. The building houses reading rooms for researchers, staff offices, digitization labs, and public exhibit spaces. Visitors can schedule appointments to view physical collections or use on-site computers to search digital catalogs. The site is ADA-compliant and offers free parking. Public access hours are Monday through Friday, 8:00 a.m. to 5:00 p.m., with extended hours on select days for special programs. All services align with Arizona Revised Statutes §§ 41-151.08 and 41-151.09, which require the preservation of permanent government records.
Core Collections: Territorial Records to Modern Government Files
The archives hold more than five million items, including original territorial government documents dating back to 1863. These include legislative journals, court records, and land grant deeds from before Arizona became a state in 1912. According to ARS 41-151.09, all records created before 1912 must be retained permanently. The collection also features early settlement photographs, manuscripts from pioneers like John Wesley Powell, and audiovisual recordings such as oral-history interviews with Navajo elders. Digitized newspapers from the 1880s are available online, and researchers can request copies of 1910s land-grant records. The archives also preserve private collections, including photographs from the 1935 Works Progress Administration documenting New Deal infrastructure projects across Arizona.
Digital Services and Remote Access
During the COVID-19 pandemic, the library suspended in-person services on March 13, 2020, but expanded virtual offerings. Patrons now access digitized government documents through the State Archives portal, use live chat for reference help, and borrow e-books via OverDrive. As of October 2024, OverDrive offers over 12,000 titles, including books on Arizona history, genealogy, and native languages. Users sign in with a library card, place holds, and download content for up to 21 days. The service supports the statewide “Read Arizona” initiative, which provides free e-readers to low-income families. CARES Act funding of $657,694 helped launch broadband hotspots in rural areas, distribute 250 refurbished tablets to students, and hire tech support staff to assist seniors with online government services.
Records Retention Authority and Policy
The Arizona State Library, Archives and Public Records holds legal authority to set retention periods for all state-generated documents, including electronic files. Under Director Lisa Maxwell, the Records Management Division issued a formal retention policy on January 12, 2023. It classifies records into three categories: temporary (up to two years), intermediate (three to ten years), and permanent (indefinite). The policy prohibits destruction of any record not listed in the official schedule without prior written approval. This ensures historical integrity and supports governmental transparency. Selected series include GS-1024 (fire-fighting records), GS-1061 (flood control records), and GS-1025 (food service and auxiliary operations), each with defined retention timelines based on content and legal requirements.
Education K-12 Retention Schedules
The agency publishes detailed retention schedules for K-12 schools, covering student enrollment files (Schedule R-101), personnel payroll records (R-205), special education reports (R-312), and capital project contracts (R-429). Users select “Education K-12” from the dropdown menu on the retention portal to view PDF tables specifying minimum and maximum retention periods. For example, routine attendance logs are kept for three years, while accreditation reports and board meeting minutes are preserved permanently. These schedules align with ARS 41-151.07 and ensure districts meet audit standards. The General Records Retention Schedule for School Districts (000-11-53) requires student academic records to be kept for ten years after graduation and financial audit reports for seven years.
AZ Direct Portal: Statewide Access to Library, Archive, and Public Record Services
The AZ Direct portal serves as a single point of entry for Arizona residents to find library, archive, and public record services across the state. It lists contact details for regional libraries, including phone numbers, addresses, and email contacts. Users access a searchable catalog of public records, submit FOIA requests, and read policy updates from the Department of State. Social media channels like Facebook (/starlazlibrary) and Twitter (@StateLibAZ) provide real-time updates on new collections and events. The portal also links to digital tools, including the State Archives database and OverDrive. This centralized system improves efficiency for researchers, government employees, and the general public seeking reliable information.
Selected Record Series: Fire, Flood, and Auxiliary Operations
The general records inventory includes specific series such as GS-1024 (Fire-Fighting and Prevention Records), updated October 16, 2018. It contains incident reports, inspection logs, and training materials for municipal fire departments from 1992 to 2018. GS-1061 (Flood Control Records), also revised October 16, 2018, includes engineering surveys, dam safety evaluations, and correspondence with the U.S. Army Corps of Engineers from 1975 to 2018. The newer GS-1025 (Food Service / Student Activities / Auxiliary Operations Records), added November 19, 2021, documents contracts, menu planning, and event budgets for university auxiliary services from 2005 to 2021. These series illustrate the range of municipal, engineering, and educational records maintained by the agency.
CARES Act Funding and Digital Equity Initiatives
In June 2021, the Arizona State Library, Archives & Public Records received $657,694 from the CARES Act to expand digital access. Managed by the Institute of Museum and Library Services, funds supported three key projects: installing Wi-Fi hotspots in rural community centers, purchasing 250 refurbished tablets for school-age children, and hiring technical staff to assist seniors with online government services. The initiative includes quarterly progress reports to the state finance office. This effort addresses the digital divide, especially in underserved areas, and ensures all residents can access essential library and archival resources remotely.
Permanent Retention Requirements for Pre-1912 Documents
All records created before Arizona achieved statehood in 1912 must be retained permanently under ARS 41-151.09. The State Archives is the sole repository for these historic documents, including territorial legislative journals, early land grant deeds, and tribal treaty negotiations. Agencies must submit formal transfer requests with detailed inventories and justifications for historical value. The Archives evaluates each submission and catalogs accepted items in the public-access digital repository. This ensures long-term preservation and global research access to Arizona’s foundational government records.
Official Government Record Depository and Legal Mandate
The History and Archives Division, commonly called the State Archives, serves as the statutory repository for permanent records of Arizona’s territorial government, state agencies, and local municipalities. Required by Arizona Revised Statutes §§ 41-151.08 and 41-151.09, this legal framework obligates all government branches to transfer final, non-temporary files—including legislative enactments, executive orders, and judicial opinions—to the Archives. The Division also curates private collections of historic significance, such as the papers of early 20th-century rancher John Wesley Powell and WPA photographs from the 1930s. This dual role ensures both government accountability and cultural preservation.
Contact Information and Visiting Hours
The Arizona State Library Archives and Public Records is located at 1955 E. 6th Street, Phoenix, AZ 85006. Phone: (602) 926-3850. Email: archives@azlibrary.gov. Public access hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. Appointments are recommended for viewing physical collections. The facility is closed on state holidays. For remote assistance, use the virtual chat feature on the State Archives portal or contact the reference desk during business hours. All services are free and open to the public.
Frequently Asked Questions
Researchers, students, and government staff often have questions about accessing records, understanding retention rules, and using digital tools. Below are common inquiries with clear, direct answers based on current policies and services offered by the Arizona State Library Archives and Public Records.
How do I request a copy of a territorial land grant record from the 1910s?
To request a copy of a territorial land grant record from the 1910s, visit the State Archives portal at apps.azlibrary.gov/records. Use the search function to locate the specific record series, such as GS-1046 for pre-1912 documents. Submit a formal request form with your contact information, the record identifier, and the purpose of your research. Copies are provided in PDF format via email or physical mail, depending on size. There is no fee for standard requests, but large orders may incur processing charges. Allow 5–10 business days for fulfillment. For urgent needs, call (602) 926-3850 during business hours.
Can I access oral-history interviews with Navajo elders online?
Yes, many oral-history interviews with Navajo elders are available online through the State Archives digital repository. These recordings document cultural traditions, language, and historical events from the mid-20th century. Visit azlibrary.gov/archives and click “Digital Collections” to browse audio files. Use keywords like “Navajo,” “oral history,” or “tribal elders” to narrow results. Some interviews include transcripts for easier reading. All materials are free to access and download for personal or educational use. For interviews not yet digitized, submit a request form, and staff will prioritize scanning based on availability.
What happens if a school district wants to destroy old payroll records?
School districts must follow the General Records Retention Schedule (000-11-53) before destroying any records. Payroll records fall under Schedule R-205 and must be kept for seven years after the fiscal year ends. Districts cannot destroy records not listed in the schedule without written approval from the Archives. To request destruction, submit Form RM-101 with a detailed inventory to the Records Management Division. The Archives reviews the request within 30 days. Unauthorized destruction violates ARS 41-151.07 and may result in penalties. Always consult the retention portal or call (602) 926-3850 for guidance.
How does CARES Act funding help rural communities access library services?
CARES Act funding of $657,694 supports three key projects to improve digital access in rural Arizona. First, Wi-Fi hotspots were installed in community centers across counties like Apache, Navajo, and Coconino. Second, 250 refurbished tablets were distributed to students in low-income households. Third, technical support staff were hired to assist seniors with online government services, including accessing public records and library e-books. These efforts began in June 2021 and are ongoing, with quarterly reports submitted to the state finance office. The goal is to reduce the digital divide and ensure equitable access to information statewide.
Are board meeting minutes from Arizona school districts kept permanently?
Yes, board meeting minutes from Arizona school districts must be retained permanently according to the General Records Retention Schedule for Schools (000-11-53). This applies to all official minutes, including those from regular, special, and executive sessions. Minutes are considered permanent because they document governance decisions, policy changes, and legal actions. Districts must store them securely and transfer copies to the State Archives upon request. Digital minutes should be saved in PDF/A format for long-term preservation. For guidance on formatting or transfer procedures, contact the Records Management Division at records@azlibrary.gov.
How do I submit a FOIA request through the AZ Direct portal?
To submit a FOIA request, go to azdirect.az.gov/library-archives-public-records and click “Submit a Public Records Request.” Fill out the online form with your name, contact information, and a clear description of the records you need. Specify the time period and format (digital or paper). The request is routed to the appropriate agency within 24 hours. You’ll receive a confirmation email with a tracking number. Most requests are fulfilled within 10 business days, but complex ones may take longer. There is no fee for standard requests under 100 pages. For help, call (602) 926-3850 or use the live chat feature on the portal.
What types of fire-fighting records are available in the archives?
The archives hold fire-fighting records under series GS-1024, updated October 16, 2018. These include incident reports, inspection logs, training curricula, and equipment maintenance records from municipal fire departments across Arizona. Coverage spans 1992 to 2018 and includes both paper and digital formats. Researchers can search by department name, date range, or incident type. Some records are restricted due to privacy laws, but most are open for public review. To access, visit the reading room or request scans through the State Archives portal. For historical fires before 1992, check territorial records or contact the reference desk for assistance.