A:  Microfilm: Destroy all microfilm copies and all below standard documents retained in  accordance with Archives and Records Commission Rule 60:10-7-2(2) 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 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: (a) records meet all stipulated retention requirements, and (b) approval to destroy has been received from the State Records Administrator.

B. Hard Copy: Retain in office ten (10) years 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) approval to destroy documents 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.

OR

Retain in office two (2) years, then transfer data to optical disks. Destroy hard copy documents except those that cannot be reproduced on paper in a legible and readable condition (a) upon 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; 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%; (c) after retaining at least one (1) user copy in the agency, and (d) after obtaining approval from the State Records Administrator to destroy the hard copy documents.  

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 two (2) 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 two (2) 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.