For records with not yet expired retention of 10 years or more and an approved electronic storage authorization, what action is allowed?

For records with not yet expired retention of 10 years or more and an approved electronic storage authorization, what action is allowed?

• A. It may be destroyed if electronic storage authorization is approved
• B. It must be retained permanently
• C. It cannot be destroyed until the retention schedule expires
• D. It has been microfilmed

Answer: (A)

Long-term records can be destroyed when there is an approved electronic storage authorization, because the official retention will be met by the electronic copy. The key is that the electronic storage method is approved and designed to preserve the record’s integrity, authenticity, accessibility, and security. When those standards are met, the original paper copy is no longer needed to satisfy the retention requirement, so destruction of the physical record is permitted while the electronic version serves as the retained record. Describing permanent retention isn’t required here because an approved electronic storage approach provides a compliant alternative. Waiting until the retention period expires isn’t the rule because the authorization allows destruction of the original once electronic storage is approved. Microfilming is a different storage method; this option focuses on electronic storage, not microfilm.

Long-term records can be destroyed when there is an approved electronic storage authorization, because the official retention will be met by the electronic copy. The key is that the electronic storage method is approved and designed to preserve the record’s integrity, authenticity, accessibility, and security. When those standards are met, the original paper copy is no longer needed to satisfy the retention requirement, so destruction of the physical record is permitted while the electronic version serves as the retained record.

Describing permanent retention isn’t required here because an approved electronic storage approach provides a compliant alternative. Waiting until the retention period expires isn’t the rule because the authorization allows destruction of the original once electronic storage is approved. Microfilming is a different storage method; this option focuses on electronic storage, not microfilm.