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: (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 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

Retain in office until payments have been executed, then transfer data to optical disks. Destroy hard copy documents (a) upon verification that all records have been successfully entered on disk; and (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; or if no recommendations are provided by the manufacturer, after storing the back up disk in an off site storage area whose temperature is between 65º and 75º Fahrenheit and whose relative humidity is between 30% and 50%. 

In the case of rewritable disks, delete records when they become seven (7) 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) permission to delete 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 delete records has been received from the State Records Administrator. 

In the case of  WORM disks, destroy individual disks seven (7) years after last entry 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 disks 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 disks has been received from the State Records Administrator.
Amended July 22, 2004