If the agency wants its records retained in the records center beyond the approved disposition date, the records officer must submit a written justification for the extension. The State Records Manager will review extension requests and make the final decision. Space may be a primary consideration when it comes to granting extensions. Agencies will need to make alternative record storage arrangements if their extension request is denied and they choose to keep the records. If the agency does not respond to the Records Disposition Form prior to the official retention date, records will be destroyed or transferred as soon as physically possible.
Recycling is the preferred method of destruction.
Confidential records will be shredded prior to disposal. A Records Destruction Certificate will be sent to the agency after confidential materials have been shredded. If the agency desires, a representative from that agency may send someone to witness the destruction of any confidential records. The Records Management Section also offers storage of microfilm security negatives to encourage the protection and preservation of vital and historical records. The agency needs to fill out a Records Transfer form and notify the records center to arrange the transfer.