Enter information into the DHS Finance System AS400 authorization data file.  Scan authorization form into Finance Division’s on-line imaging system. Destroy hard copy document after (a) verifying accuracy of scanned image; (b) after storing a back up tape copy of the system in an off site storage area that meets the manufacturer's recommendations for temperature and humidity controls; or if no recommendations are provided by the manufacturer, after storing the back up copy in an off site storage area whose temperature is between 65º and 75º Fahrenheit and whose relative humidity is between 30% and 50%; and (c) after obtaining annual approval from the State Records Administrator, or his/her designee, to destroy the hard copy documents as they are imaged.

Delete/purge the data base entry, back up tape and the scanned image three (3) years after employee termination provided: no legal actions are pending. If legal action is pending, delete two (2) years after exhaustion of all legal remedies provided: (a) records meet all stipulated retention periods.
Added January 22, 2003