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Records will be destroyed at the end oftheir retention period. Secondary copies and Iher <br />records with minimal retention value, as defined in the Local Government Common Records <br />R ele nt ion e hedul e w ill be d ~troyed when t hey are no lon ger needed to r agency business. <br />R ecord s may be retaine d lo ng r than the requ ired minimum pe ri o d .llillY.if lh e 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-;-e ccpt for those whose minimum rClention 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 ifthe 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 (Scanniug and Tossing) <br />For early destruction after digitization (.f:)A-Q~ca.l1njng), see the app li cable C(}U I1Lv procedure . and <br />current approved records retention schedule, section 5.5 Records Conversion . <br />Archival paper-ba ed o uree records must be transferred to the Washington <br />The se records may be imaged -and verified to be complete and accurate -in accordance with <br />couuty procedur and Washi ngton late Archives rcqll iremen1 . then transferred to the Archives <br />prior to the ret e ntion reg uirem nt. <br />3.4 Transfer of Public Records