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Washington State Archives Requirements for the Destruction of
Office of the Secretary of State Non -Archival Paper Records After Imaging
Version 1.1 (May 15, 2012)
Minimum Requirements to "Scan and Toss" CHECKLIST
1. ARE THE RECORDS ELIGIBLE?
❑ Only "NON -ARCHIVAL" records are eligible for early destruction after scanning. (See page 3.)
2. ARE THE RECORDS BEING SCANNED TO ENSURE A COMPLETE AND ACCURATE COPY?
Quality control procedures implemented to ensure capture of complete and accurate copies. (See page 3.)
❑ Short-term records (6 years or fewer) imaged with an acceptable file format such as PDF, PDF/A, JPEG or TIFF.
(See page 4.)
F1Long-termrecords (longer than 6 years) imaged with an acceptable lossless file format such as TIFF or PNG.
(See page 4.)
❑Black & White (bitonal) documents containing fonts no smaller than 6 -point and grayscale records scanned with a
resolution of at least 200 dpi. (See page 4.)
❑Black & White (bitonal) maps, engineering drawings, and other bitonal documents containing fonts smaller than
6 -point, fine detail, or poor contrast, scanned with a resolution of at least 300 dpi. (See page 4.)
❑ Color records scanned with a resolution of at least 150 dpi. (300 dpi recommended. See page 4.)
3. ARE IMAGES ACCESSIBLE AND PROTECTED FOR THE ENTIRE REQUIRED RETENTION PERIOD?
1-1
Appropriate steps taken to protect images from deletion, alteration, or other damage/loss. (See page 5.)
Appropriate planning and strategies implemented for migration and technology changes. (Seepage 5.)
Please note: State government agency staff MUST consult with the agency's Records Officer on all matters relating
to the maintenance, retention, transfer and/or destruction of public records in accordance with RCW 40.14.040.
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Washington State Archives Requirements for the Destruction of
Non -Archival Paper Records After Imaging
kOffice of the Secretary of State Version 1.1 (May 15, 2012)
How Do I Manage, Store And Retain Images?
Images MUST be stored, maintained and accessible for the entire length of the required retention period.
An agency needs to factor in not only the retention period (e.g., six years), but also the trigger or the cut-off that starts
the retention clock. For example, a record with a minimum retention of "six years after life of building" would likely
need to be retained for much longer than just six years.
Agencies MUST retain legal custody of the imaged records.
If agencies choose to use outside providers (including other government agencies and "cloud" storage, but excluding
Washington State Archives) to store/host the imaged records:
• Contracts/agreements must require that legal custody of the records remains with the originating agency and
that all imaged records (including associated metadata) be returned to the agency, in a format accessible by the
agency, at the end of the contract/agreement.
• Agencies should undertake appropriate mitigation strategies to ensure that they can fully recover records
(including associated metadata) which have not met their minimum retention period in the event of vendor
failure.
Imaged records MUST be protected against alteration and/or deletion, damage, or loss throughout the entire
retention period.
• Specific protective measures may include, but are not limited to:
• Establishment of security protocols, and approved administrators and users.
• Employment of system checks and error -checking utilities.
• Implementation of back-ups and disaster preparedness measures.
• Storage of a regular backup at least 50 miles off-site to enable recovery and access to the imaged records in the
event of a wide -spread disaster or emergency.
Imaged records MUST remain accessible for the minimum retention period. To address technology changes, agencies
are to either:
• Maintain the ability to retrieve and view imaged records in systems and file formats that the agency is currently
using; or,
• Migrate or export the record images (including associated metadata) to succeeding systems and file formats
throughout their required retention periods.
It is recommended that an agency use a records management application which has been certified as DoD 5015.2
compliant for the ongoing storage and management of the imaged records.
• A link to a list of DOD 5015.2 -certified products is available at http://jitc.fhu.disa.mil/cgi/rma/.
Note: For Non -Archival records with a required retention of "Permanent" or "Life of the Agency', it is strongly
recommended that the agency create state standard -compliant 35mm security microfilm from the digital scans and
transfer it to Washington State Archives' Security Microfilm vault in Olympia. This microfilm will be inspected for
compliance and stored as a disaster backup at no cost.
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