How to Destroy Non-Archival Records

• Are Agencies Required to Destroy Their Non-Archival Records?
• Can Agencies Donate Rather Than Destroy Their Records?

Impact of Public Records Requests on Records Retention

Methods...

• How to Clean-Up Emails in Bulk
• Methods for Destroying Electronic Records
  • WaTech's Media Handling and Data Disposal Best Practices (August 2013) (External Link)
  • How to Clean Up Your Outlook Calendar (Video - November 2016 - 2 minutes)
• Methods for Destroying Paper Records

Service Providers...

• Master Contracts from Department of Enterprise Services (external links)...
  • Document Destruction Services (Contract # 00419)
• Additional Services Available to State Government Agencies Only...
  • State Records Center

How to Document Destruction of...

• Documenting the Destruction of Public Records
• Why Are Destruction/Transfer Records Kept for 50 Years?

Paper Records Digitized ("Scan & Toss")

Records Series Title in the destruction log should include both the:

1. Title and DAN of the records series that the records were covered by; and
2. Source Records - Imaged/Migrated (Non-Archival) (DAN GS 11012/GS50-09-14).

Example: Employee Medical and Exposure Records (DAN GS 03039/GS50-04B-30) paper records digitized and destroyed in accordance with Source Records – Imaged/Migrated (Non-Archival) (DAN GS 11012/GS50-09-14)

Records Appraised and Not Selected by the Archives

Records Series Title in the destruction log should include both the:

1. Title and DAN of the "Archival (Appraisal Required)" records series that the records were covered by; and
2. Records Appraised and Not Selected by the Archives (DAN GS 11019/GS2024-023).

Example: Advisory Body Records (DAN GS 10015/GS2012-027) destroyed in accordance with Records Appraised and Not Selected by the Archives (DAN GS 11019/GS2024-023)

Sample Destruction Log Templates

Agencies may use/adapt these sample templates

Download Fillable PDF Version   Download Word Version

Last Updated: October 2026