Transfer one (1) copy to the State Archives for permanent preservation and retain one (1) copy in office permanently.

OR

Transfer data to optical disks. Transfer hard copy documents to State Archives for permanent preservation (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 transfer the hard copy documents.