Retain in office until no longer needed for administrative purposes, then transfer to records storage. Retain in records storage until they become seven (7) years old, then destroy provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies; no legal actions are pending and permission to destroy records has been received from the State Records Administrator. If legal action is pending, destroy two (2) 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
Transfer records to an electronic format. Destroy hard copy documents, except those that cannot be reproduced in a legible and readable condition, upon certification that all records have been successfully entered into an electronic format, after storing an electronic backup copy in an off-site storage area that meets manufacturer’s recommendations for temperature and humidity controls, and after obtaining approval from the State Records Administrator to destroy the hard copy documents.
Delete electronic records and destroy all below standard documents when they become seven (7) years old, provided all audits have been completed, all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, no legal actions are pending, and approval to destroy records has been received from the State Records Administrator. If legal action is pending, delete two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Destroy all microfilm copies and all below standard documents retained in accordance with Archives and Records Commission Rule and Regulation 60:10 7 2(2) when they become seven (7) years old provided: all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, no legal actions are pending and permission to destroy microfilm has been received from the State Records Administrator. If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements and permission to destroy microfilm has been received from the State Records Administrator.
Amended July 16, 2009