1. A. In accordance with R.S. 44:36 and 44:39, agencies are required to exercise diligence and care in preserving the records in its custody. Agencies must ensure any record they convert to electronic format remains unalterable, accessible, and usable for the entirety of the record’s retention period as specified in the agency’s approved retention schedule.
2. B. Agencies must carefully consider the potential risks associated with discarding the original paper record and maintaining the record only in electronic format. Electronic records are more fragile than paper records. File formats, hardware, software, and storage media rapidly become obsolete and unusable. The technology agencies use today may not be available or supported in the future. As a result, the electronic records may not be readable or accessible by replacement technology.

3. C. Statewide agencies considering whether to image records for the sole purpose of saving storage space should first consider the following:

   1. 1. If the records have met retention and no longer support the business functions of the agency, the agency should submit Form SS ARC 930 (Request for Authority to Dispose of Records) to the state archivist for approval to destroy the records. The records do not need to be imaged. See Chapter 9. Destruction of Public Records.
   2. 2. If the records are seldom accessed and have a retention period of less than 10 years, the agency should request to store its records in the State Records Center. The records do not need to be imaged. See Chapter 5. Storage of Records in State Records Center.
   3. 3. If the records are older than 50 years old, possess historical value, or have a permanent retention period deemed by law, the records may be eligible for transfer to the custody of the Louisiana State Archives for permanent preservation. The agency should contact the Louisiana State Archives for an appraisal of the records. See Chapter 7. Transferring Records for Inclusion in the Archives Collection.

Authority Note

AUTHORITY NOTE: Promulgated in accordance with R.S. 44:405.

Historical Note

HISTORICAL NOTE: Promulgated by the Department of State, Office of the Secretary of State, Division of Archives, LR 29:957 (June 2003), amended LR 51:1876 (November 2025).