1. A. In accordance with R.S. 44:39 and 44:415, agencies who wish to convert records from analog format to electronic format and destroy the original analog records must obtain prior written approval from the state archivist, agree to comply with the document conversion standards established by the Louisiana State Archives in Form SS ARC 970 (Electronic Records Conversion Agreement), and submit a listing of the records series they wish to convert. To request approval, an agency shall submit to the state archivist the following:

   1. 1. Form SS ARC 970 (Electronic Records Conversion Agreement). The form must be signed by the head of the agency. The agreement is valid for five years.
   2. 2. A listing of all the records series the agency wishes to convert on Form SS ARC 972 (Electronic Records Series List).
2. B. If an agency wishes to seek approval to convert additional records series after the initial agreement has been approved by the state archivist, the agency must submit Form SS ARC 972 (Electronic Records Series List) listing the newly requested records series as an addendum.

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 51:1876 (November 2025).