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As a point of reference, the Washington State Archives provides several
bits of guidance for public agencies on 'destruction after digitization'. See:
http://www.sos.wa.gov/archives/RecordsManagement/DestructionofPaperR
ecordsAfterImagingScanning.aspx
This guidance specifically states that archival records must NOT be
destroyed after digitization.
"Agencies can continue to image paper records which have been
designated as “Archival” (including “Potentially Archival”), however,
agencies must not destroy these paper records after scanning, even if the
agency is following the requirements outlined in Requirements for the
Destruction of Non-Archival Paper Records after Imaging v.1.0 (March
2012). ...
If you are scanning “Archival” paper records, contact Washington State
Archives and we will arrange to appraise the paper records and possibly
transfer the paper records to our collection."
See
http://www.sos.wa.gov/_assets/archives/RecordsManagement/What_to_do
_with_Archival_Paper_Records_After_Imaging_MAR2012.pdf.
Of course, public agencies have the opportunity to transfer their permanent
and archival records to the State Archives, which is not available to private
businesses.
Regardless of who ends up with the paper copies, I wholeheartedly agree
with others that the original paper copies of permanent records should be
retained in paper format as the 'preservation copy', and not shredded.
Susan Duis
Records & Information Specialist
City of Bonney Lake
List archives at http://lists.ufl.edu/archives/recmgmt-l.html
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