Retain in office and destroy three (3) years after closure as defined in OAC: 340:25-5-123 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 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 approval to destroy records has been received from the State Records Administrator. 
 
OR

Retain in office 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 three (3) years after closure as defined in OAC: 340:25-5-123 provided all audits have been completed, all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, no legal actions are pending, and approval 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. 
Amended April 16, 2009