Retain in office one (1) year, then transfer to records storage. Retain in records storage until they become ten (10) years old, then destroy provided: (a) all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies; (b) no legal actions are pending and (c) permission to destroy records has been received from the State Records Administrator. If legal action is pending, destroy seven (7) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements and permission to destroy records has been received from the State Records Administrator.
OR
Retain in office one (1) year, then transfer data to optical disks. Transfer hard copy records to records storage upon: (a) certification that all records have been successfully entered on disk; (b) after storing a back up copy of the disk in an off site storage area that meets the manufacturer's recommendations for temperature and humidity controls; (c) after retaining at least one (1) user copy in the agency. Retain hard copy records in records storage and destroy seven (7) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements and permission to destroy records has been received from the State Records Administrator.
Delete records from rewritable disks when they become ten (10) years old provided: (a) all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, (b) no legal actions are pending, and (c) approval has been received from the State Records Administrator to erase rewritable optical disks. If legal action is pending, destroy seven (7) years after exhaustion of all legal remedies provided: (a) records meet all stipulated retention periods, and (b) approval to destroy optical disks or to erase rewritable optical disks has been received from the State Records Administrator.
Destroy individual WORM disks when they become ten (10) years old provided: (a) all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, (b) no legal actions are pending, and (c) approval has been received from the State Records Administrator to destroy optical disks. If legal action is pending, destroy seven (7) years after exhaustion of all legal remedies provided: (a) records meet all stipulated retention periods, and (b) approval to destroy optical disks or to erase rewritable optical disks has been received from the State Records Administrator.
Added July 22, 2004