Res 1995-043 - Laserfiche WebLink

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)JJt: Text documents-Narrative or tabular documents, such as letters, memorandums, and reports, in loosely prescribed form and format. §7.72. GENERAL (a) These rules establish the minimum requirements for the maintenance, use, retention, and storage of all medium-term. long-term, and permanent electronic records of state agencies and local governments, and archival electronic records of state agencies. These rules do not apply to short-term electronic records, but the short-term electronic records of local governments are subject to the applicable provisio~ of the Local Govern- ment Code, Chapter 205. (b) Unless otherwise noted, these requirements apply to all electronic records storage systems, whether on microcomputers, minicomputers, or main-frame computers, regardless of storage media. (c) An electronic storage authorization request certifying that these rules Mll be followed must be submitted to and approved by the director and librarian for all existing electronic storage of medium-term, long- term, and permanent state or local government records and state archival records, and before any new electronic storage of medium-term, long-terxn. and permanent state or local government records and state archival records. The authorization request must be submitted in a form and manner to be determined by the director and librarian and must be signed by the agency head or designated records administrator (for state agencies), or the records management officer (for local governments). (d) The agency head or designated records administrator (for state agencies), and the governing body or records management officer in cooperation with records custodians (for loc~ governments) must: (1) administer a program for the management of records cr~ated. received, maintained, used, or stor€<! on electronic media; (2) integrate the management of electronic records with other records and information resources management programs of the agency; (3) incorporate electronic records management objectives, responsibilities, and authorities in pertinent agency directives; (4) establish procedures for addressing records management requirements, including recordkeep- ing requirements and q.isposition; (5) ensure that training is provided for users of electronic records systems in the operation, care, and handling of the equipment, software, and media used in the system; (6) ensure the development and maintenance of up-te-date documentation about all electronic records systems that is adequate to specify all technical characteristics necessary for reading or processing the records and the timely, authorized disposition of records; and (7) specify the location and media on which electronic records are maintained to meet retention requirements and maintain inventories of electronic records systems to facilitate disposition. (e) With the exception of subsections (c) and (£) of this section, which are effective immediately, state agencies and local governments must be in compliance with the Standards and Procedures for Electronic Records on or before January 2, 1995. (0 Any electronic record keeping system not meeting the provisions of these rules may be utilized for medium-term, long-term, or permanent state or local government records and state archival records provided the Electronic Records Standards and proœdur~s .---::;< : , , '--' SuppL p. 5-19.5