Retain reports on-line three (3) months, and then microfiche per vendor contract.  Delete applicable on-line report (a) upon certification that the microfilm meets all standards established by the Archives and Records Commission, (b) after storing the master negative in a location separate from all user copies,  (c) after retaining at least one (1) user copy in the agency, and (d) after obtaining approval from the State Records Administrator to destroy the on-line report. Destroy all microfiche copies and all below standard documents retained in accordance with Archives and Records Commission Rule 60:10-7-2(2) when they become three (3) 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 microfiche 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) after obtaining approval from the State Records Administrator to destroy the microfiche.

OR

Retain reports on-line three (3) months then print to paper format. Transfer hard copy records to records storage.  Retain in records storage until they become three (3) years old, then destroy 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) after obtaining approval from the State Records Administrator to destroy the records.  If legal action is pending, destroy two (2) years after exhaustion of all legal remedies provided records meet all stipulated retention requirements and after obtaining approval from the State Records Administrator to destroy the records.

OR

Retain reports on-line three (3) months, and then scan data into the DHS optical imaging system. Destroy hard copy documents (a) upon certification that all records have been successfully entered into the system; (b) after storing a back up copy of the system 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 65° and 75° Fahrenheit and whose relative humidity is between 30% and 50%; and (c) after obtaining approval from the State Records Administrator to destroy the hard copy documents. 

Delete records from the DHS optical imaging system when they become three (3) 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 has been received from the State Records Administrator to delete records from the optical imaging system. If legal action is pending, destroy two (2) years after exhaustion of all legal remedies provided: (a) records meet all stipulated retention periods, and (b) approval to delete records from the optical imaging system has been received from the State Records Administrator.