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Dear Abby,
If we are scanning our documents, can we destroy the paper afterward?
Sincerely,
Hopeful Paper Shredder
Dear Hopeful Paper Shredder,
Unfortunately, this question does not have a simple “yes” or “no” answer. There are a lot of factors to consider and the analysis needs to be done on a case-by-case basis; the factors are discussed in detail in this webinar.
There are a few basic guidelines that can be applied generally, though:
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If the record’s current, approved retention schedule has a disposition of “transfer to Archives” or “may transfer to Archives,” then the paper copy should not be destroyed, it should be transferred to the State Archives.
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Generally speaking, if the record’s retention is 10 years or less and the disposition is “destroy,” then the electronic copy will suffice (per Utah Code 46-4-301) and you can destroy the paper after digitizing the records.
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If the retention is longer than 10 years and the disposition is “destroy,” then you need to assess the system in which the records will be stored to ensure that it will be capable of maintaining your records through the retention period.
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If the records are essential to your agency’s business, if you cannot operate or fulfill your mandate without them, then be sure to have backup copies of the records in multiple locations. Storing the paper copy at the State Records Center in Clearfield costs you nothing (beyond the cost of boxes and possibly shipping) and can provide reliable backup.
As always, we are here to help with any part of the analyses or processes described above.
Best Wishes,
Abby
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