State law requires that records be retained in their “native” format. This means that if they were created as an email, they need to be retained as an email (and not printed out). And if they were created on paper (like a piece of mail received from a customer), they need to be retained in paper format.

The exception to this is the Destruction After Digitization (DAD) Process. This gives any county employee the authorization to re-format or scan a record to a new digital version. They can then retain the new version as the official record and dispose of the paper original. If a record is already listed on the countywide Blanket DAD Approval, then you already have the authority to scan them and dispose of the paper (as long as you meet the minimum requirements on the form, which includes storing the electronic file in Content Manager).

For more information, visit the county’s Records Management Program website or contact them at records.management@kingcounty.gov. The Records Management Program, in the Department of Executive Services, provides guidance, resources, and training to all King County employees to assist them with managing King County’s public records according to state and local legal requirements and best practices.