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Records Management Procedure - How to digitize and destroy non-archival records Purpose To explain the process of digitizing non-archival paper records in order to store them in electronic format for the duration required by the Washington Secretary of State’s Records Retention Schedule, to ensure mimimum digital quality requirements are met prior to disposing of the paper record, and how to properly document destruction of the original paper record. This process is also known as “scanning and tossing”.meant for retention. Scope This procedure applies to all departments Records Coordinators who wish to converting original paper-based, non-archival records into digital media format for retention purposes. and documenting destruction of the original record according to approved retention schedules. Definitions Archival Records WAC 434-610-090 defines archival records as “those records of state and local government agencies which are determined by the state archivist as having continued historical value, must be permanently perserved and have been or may be transferred to the custody of the division of archives after their approved retention has been met.” The records retention schedules indicate which types of records are designated archival and which are non-archival. Archival paper records may NOT be destroyed after scanning. Digitization Digitization is the conversion of paper-based records to digital images through a WashingtonA Secretary of State-approved process. The retention value of an archival record is not affected by conversion to a different format or storage media. Electronic imaging system An electronic document imaging system is a computer-based configuration of equipment and software that stores machine-readable document images and their associated character-coded index data for on-demand retrieval. Electronic images can be computer generated, or created through document scanning. Image An image can be a document, picture, or graphic. An image can be produced by scanning paper or film documents, producing images through a computer program, receiving an image by means of a fax, or by other means. Non-Archival Records Public records which do not possess sufficient historic value to be designated as “Archival”. Agencies must retain these records for the minimum retention period specified by the appropriate, current records retention schedule. Agencies should destroy these records after their minimum retention period expires, provided that the records are