Retain in office for two years after cancellation of authorization, then transfer to records storage. Retain in records storage until five (5) years after cancellation date, then destroy, providing 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 requirements, and permission to destroy records has been received from the State Records Administrator.

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 five (5) years after cancellation date, provided 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 January 25, 2007