| Retention Period | Retention Justification | Media Code | Method of Disposal |
|---|---|---|---|
| Retain for period specified for electronic format, then destroy. If converted to electronic/digital format, paper records may be destroyed after verification of successful conversion, with the exception of promissory notes with original signatures which should be retained for the duration of the retention period. | Paper | Shred | |
| Retain three (3) years after maturity or satisfaction of all obligations, whichever is later, or for unfunded/unsuccessful applications retain two (2) years after date of denial, then destroy. Statutory or regulatory provisions applicable to certain programs may affect retention of related records. In such cases, the statutory or regulatory provisions shall take precedence over the retention language set forth in this schedule. Records subject to audit shall be further retained until audit report is released and discrepancies addressed. NOTE: Quarterly financial statements may be destroyed when superseded by annual statements. LITIGATION HOLD: Any records subject to a litigation hold must be retained until the hold is lifted by the Legal Office, regardless of whether the specified retention period has elapsed. | Electronic | Erase |
| Status | Name | Title | Date |
|---|---|---|---|
| Approved | Sean Byrne | Records Officer | 8/26/2016 2:32:00 PM |
| Approved | Bunnie Jones | Record Administrator | 9/16/2016 11:52:00 AM |
| Approved | Fred Previts | State Archivist | 9/20/2016 9:19:00 AM |
| Approved | Martin Meeks | State Auditor | 9/22/2016 2:49:00 PM |
| Date | Reason | User |
|---|