For records microfilmed prior to 1995, 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 seven (7) 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.
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, all applicable audit reports have been accepted and resolved by all applicable federal and state agencies, no legal actions are pending, and permission 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.
OR
Transfer records to an electronic format. Destroy hard copy documents, except those that cannot be reproduced in a legible and readable condition, upon certification that all records have been successfully entered into an electronic format, after storing an electronic backup copy in an off-site storage area that meets manufacturer’s recommendations for temperature and humidity controls, 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) year old, 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, delete two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Amended April 16, 2009