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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 6 of 6 <br />When Can The Images Be Destroyed? <br />Imaged records are to be destroyed only after the minimum required retention period as specified by the approved <br />records retention schedule currently in effect. <br />Reminder: If images are not verified for completeness and accuracy, the source documents must not be destroyed. <br />Instead, the source documents must be retained for their entire minimum retention period. <br />Records MUST NOT be destroyed when required for: <br />a) Existing public records requests in accordance with chapter 42.56 RCW; or, <br />b) Ongoing or reasonably anticipated litigation; or, <br />c) Other legal requirements, federal statutes, grant agreements, etc.; or, <br />d) Archival transfer. <br />If changes to the records retention schedules have occurred between the digitizing of the record and their planned <br />destruction, and those changes have altered the minimum retention period (or the ARCHIVAL designation) of the <br />imaged records, agencies must follow the current approved records retention schedule. <br />Agencies should follow defensible disposition practices for the destruction of imaged records. This includes following a <br />regular and systematic schedule for destruction processes. These practices should be consistent with the agency’s <br />procedures for the lawful destruction of public records in other formats. <br />Agencies should document the destruction of both paper and scanned records. <br />• Documenting the destruction of public records, including scanned images, provides agencies with evidence to <br />prove that they retained their records for at least the minimum retention periods. <br />• Agencies will want to document that the paper was converted and destroyed lawfully under the appropriate <br />disposition authority, and that the images are also destroyed lawfully once the retention requirements have <br />been met. <br /> <br /> <br /> <br /> <br /> <br /> <br />References <br />State <br />Washington State Archives <br />Washington State Laws and Agency Rules <br />Washington State Standards for the Production and Use of Microfilm <br /> <br />Federal <br />Department of Defense 5015.2 Standards <br />JITC Records Management DOD5015.2 Certification <br />