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Records will be destroyed at the end of their retention period. Secondary copies and other <br />records with minimal retention value, as defined in the Local Government Common Records <br />Retention Schedule, will be destroyed when they are no longer needed for agency business. <br />Records may be retained longer than the required minimum period only if the need is <br />documented. <br />All records not on legal hold must be destroyed once they have passed their retention period and <br />any documented extensions. Records destruction shall be documented on the Kittitas County <br />Records Disposition Log. except for those whose minimum retention is “Retain until no longer <br />needed for agency business, then destroy.” <br />At a minimum, each department shall ensure that: <br />1. After the retention requirements have been met for records that are listed as archival or <br />potentially archival according to the Secretary of State Retention Schedule, the <br />department shall contact the regional archives for appraisal and possible transfer. <br />2. Procedures are established and are followed for disposition of all copies of records. <br />3. All records scheduled for disposition are disposed of in a manner that ensures destruction <br />of any sensitive, private, proprietary, or security information. <br />3.3.1 Legal Holds <br />The County is prohibited from destroying a public record, even if it is about to be lawfully <br />destroyed under a retention schedule, if a public records request has been made for that record. <br />Additional retention requirements might apply if the records may be relevant to actual or <br />anticipated litigation. The agency is required to retain the record until the record request and <br />litigation has been resolved. <br />3.3.2 Digitizing and Destroying (Scanning and Tossing) <br />For early destruction after digitization (DADscanning), see the applicable county procedures and <br />current approved records retention schedule, section 5.5 Records Conversion. <br />Non-archival paper-based source records that have been imaged – and verified to be complete <br />and accurate – in accordance with county procedures and Washington State Archives <br />requirements, may be destroyed (DAN GS50-09-14). <br />Archival paper-based source records must be transferred to the Washington State Archives. <br />These records may be imaged – and verified to be complete and accurate – in accordance with <br />county procedures and Washington State Archives requirements, then transferred to the Archives <br />prior to the retention requirement. <br />3.4 Transfer of Public Records