Retain in office, then transfer data into the optical imaging system. Transfer hard copy documents to the State Records Center (a) upon certification that all records have been successfully entered on optical imaging system; (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%; and (c) after retaining at least one (1) user copy in the agency. Retain hard copy documents in the State Records Center.  Destroy hard copy records after seven (7) years, except those hard copy records unable to be imaged, after exhaustion of all legal remedies.

Delete/purge records from the optical imaging system disks and destroy all below standards documents that could not be imaged when they become twenty-five (25) 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. If legal action is pending, destroy seven (7) years after exhaustion of all legal remedies.
Added January 22, 2003