Retain in office and delete duplicate and ancillary records when no longer required for administrative purposes. Review records on an annual basis. After completing the review, print out and transfer all substantive records, including applicable receipt and transmission data, directory information, distribution lists, and acknowledgments of receipt, one (1) year old or older and no longer required for administrative purposes to Series 1-2A (Correspondence [Hard Copy Records]). Delete applicable records from the electronic mail system or electronic recordskeeping system (magnetic tape, hard disks, floppy diskettes, mainframe computer system, or optical imaging systems).

OR

Retain in office and review on a monthly basis. After completing the review, delete duplicate and ancillary records. Download all other records to either magnetic tape, hard disks, floppy diskettes, or to optical disks and delete from the electronic mail system. Delete applicable records from the electronic recordskeeping system (magnetic tapes, hard disks, floppy diskettes or optical disks) when they become three (3) years old older, provided they are: (a) no longer required for administrative purposes, (b) no legal actions are pending, and (c) approval to destroy records has been received from the State Records Administrator or his/her designee. If legal action is pending, destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements, and approval to destroy records has been received from the State Records Administrator or his/her designee.