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<br /> Washington State Archives <br /> Office of the Secretary of State <br />Requirements for the Destruction of <br />Non-Archival Paper Records After Imaging <br />Version 1.1 (May 15, 2012) <br /> <br /> <br />Page 1 of 6 <br />Requirements for the <br />Destruction of Non-Archival Paper Records after Imaging <br />“Scanning and Tossing” <br /> <br />Purpose <br />This document outlines the minimum requirements that state and local government agencies in Washington State must <br />meet in order to lawfully destroy paper-based source records after they have been converted to a digital format by <br />imaging (scanning). <br />The requirements and guidelines in this document are drawn from state and national records-imaging standards to <br />provide additional guidance on scanning procedures, design and maintenance for scanning systems, and quality control <br />measures to ensure complete and accurate copies of paper-based source documents. <br />These requirements and guidelines promote best practices for ensuring access to, and retrieval of, digital images <br />throughout their legally-required minimum retention period(s), and assist state and local government agencies with the <br />implementation of: <br />• Washington State records retention schedules; <br />• Chapter 40.14 RCW Preservation and Destruction of Public Records; <br />• Chapter 434-662 WAC Preservation of Electronic Records; and, <br />• Chapter 434-663 WAC Imaging Systems, Standards for Accuracy and Durability. <br />For standards and guidelines on microfilm, refer to the publication, Washington State Standards for the Production and <br />Use of Microfilm at http://www.sos.wa.gov/archives/pdf/Microfilm%20Standards.pdf. <br />PLEASE NOTE: State government agency staff MUST consult with the agency’s Records Officer on all matters relating to <br />the maintenance, retention, transfer and/or destruction of public records in accordance with RCW 40.14.040. <br />Authorization <br />The State Records Committee and the Local Records Committee have approved destruction authorities for non-archival <br />paper-based source records that have been imaged – and verified to be complete and accurate – in accordance with <br />these requirements. The destruction authority for non-archival state government agency source records is provided by <br />DAN GS 11012. The destruction authority for non-archival local government agency source records is provided by DAN <br />GS50-09-14. <br /> <br />Retention Schedule Disposition Authority <br />Number (DAN) <br />To Whom Does This DAN <br />Apply? <br />State Government General Records Retention Schedule (SGGRRS) <br />http://www.sos.wa.gov/archives/RecordsManagement/RecordsRetentionSchedulesfo <br />rStateGovernmentAgencies.aspx <br />GS 11012 All state government <br />agencies <br />Local Government Common Records Retention Schedule (CORE) <br />http://www.sos.wa.gov/archives/RecordsManagement/UsingtheLocalGovernmentCo <br />mmonRecordsRetentionScheduleCORE.aspx <br />GS50-09-14 All local government <br />agencies <br />Effective Date <br />Approved by Jerry Handfield, State Archivist, on May 15, 2012, in accordance with RCW 40.14.020(6)(a).