Retain in office until five (5) years after superseded, then destroy, provided no legal actions are pending and approval to destroy documents has been received from the State Records Administrator.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 and after obtaining approval from the State Records Administrator to destroy the hard copy documents.  Store an electronic backup copy in an off-site storage area that meets manufacturer’s recommendations for temperature and humidity controls.  

Delete electronic records and destroy all below standard documents five (5) years after superseded, provided no legal actions are pending, and approval to destroy records has been received from the State Records Administrator.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 or destroy records two (2) years after exhaustion of all legal remedies, provided records meet all stipulated retention requirements.
Added January 24, 2008