Retain in office one (1) year, then destroy duplicate and ancillary materials and transfer substantive records to an electronic format. Destroy hard copy documents upon certification that all records have been successfully transferred and after storing a back up copy in an off site storage area and after obtaining approval from the State Records Administrator to destroy the hard copy documents.

Destroy electronic records and all below standard documents when they become twenty-two (22) years old provided all audits have been completed and all applicable audit reports have been accepted and resolved by all applicable federal and state agencies and no legal actions are pending, and approval has been received from the State Records Administrator to delete electronic records. If legal action is pending, destroy two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention periods, and approval to delete electronic records has been received from the State Records Administrator.
Added Jan. 26, 2006
Amended Jan. 27, 2011