Hi Sara,
Here in Oregon we allow agencies to maintain records with less than 100 years retention in any format that is expedient to them, so long as they commit to keeping them accessible for their full life. For records with 100 years or greater retention they may keep them in electronic format alone only if they retain them within an approved ERMS. Since we passed this rule in 2016 this has meant a DoD 5015.2 certified system. We will, however, soon be allowing agencies to self-certify against NARAs UERM requirements as a way to be more flexible and allow the usage of many different types of datasystems we see in the workplace. We are also, however, considering shortening that 100 year mark to 75 years to account for common records such as student records, HR records, etc. The Archives will only accept transfer of permanent records, so anything other than that is up to the agency to manage.
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Kris Stenson
State Records Manager
Oregon State Archives
kris.stenson@sos.oregon.gov------------------------------
Original Message:
Sent: 06-30-2023 11:57 AM
From: Sara Davis
Subject: Retention Periods and Required Deposit in Digital Preservation System
Hello, everyone.
Are other states allowing paper documents to be digitized and then destroy the original paper documents if the digital file is retained? If so, do you require them to deposit the digital files with the archives if they are not permanent? Do you have a certain retention period that you require the digitized materials to be deposited with the Archives (20+years)? Any guidance on your requirements are appreciated.
Thank you!
Sara
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Sara Davis
State Archivist
Wyoming State Archives
307-777-8691
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