A. Microfilm: Destroy all microfilm records and all below standard documents retained in accordance with Archives and Records Commission Rule have 60: 10-7- 2(2) when they become seven (7) years old provided: (a) all audits 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 one (1) year, then transfer to records storage.
Retain records in 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 and no legal actions are pending. If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
C. Electronic Record: Retain in office one (1) year and transfer records to an electronic format. Destroy hard copy documents upon certification that all records have been successfully entered into an electronic format and after storing an electronic backup copy in an off-site storage area 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 and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and no legal actions are pending. 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.
Amended July 27, 2006