During the inactive stage, which statement is true?

• A. The record is disposed of immediately.
• B. The record must be kept off-site indefinitely.
• C. The record must still be maintained for retrieval and kept until disposal, with protection essential during both stages.
• D. The record is never required to be retrieved.

Answer: (D)

Inactive records aren’t used daily, but they aren’t simply discarded either; they must be kept in a state that allows retrieval and protection until the disposal date. The statement that best fits this practice is that the record must still be maintained for retrieval and kept until disposal, with protection essential during both stages. In practice, this ensures you can respond to audits, requests, or other needs that arise after the record becomes inactive, all while safeguarding the information. Saying the record is never required to be retrieved would ignore ongoing access needs and the requirement to protect records even after they move out of active use. The other options imply immediate disposal, indefinite off-site storage without access, or no retrieval at all, which contradicts the standard retention and protection requirements during the inactive period.