Res 1995-043 - Laserfiche WebLink

Home Browse Search

?Ollt/\ source docum€nt, if any, or a paper copy is maintained, or the record is microfilI11€d in accordance with the specifications in American National Standard for lmo.ging Media (Film) - Silt'a-Gelatin Type - Specìfiaztions for Stabz7ity (ANSI IT9.1-1989 or latest revision) for state records or in accordance with the provisions of Local Government Code, Chapter 204, and the rules adopted under it for local government records. §7.73. CREATION AND USE OF DATA FILES. (a) Disposition instructions for the data must be incorporated into electronic records systems that produce, use, and store data files. (b) State agencies and local governments must maintain up-to-date technical documentation for each electronic records system that produces, uses, and stores data files. Minimum documentation required is: (1) a narrative description of the system; (2) the physical and technical characteristics ofthe records, including a record layout that describes each field including its name, size, starting or relative position, and a description of the form of the data (such as alphabetic, zoned decimal, packed decimal, or numeric), or a data dictionary, or the equivalent information associated with a database management system including a description ofthe relationship between data elements in databases; and (3) any other technical information needed to read or process the records. §7.74. CREA TIO N AND USE OF TEXT DOCUMENTS. (a) Electronic records systems that maintain the official file copy of text pocmnents or data used to generate the official file copy of t-ext docmnents on electronic media must meet the following minimum requirements: (1) provide a method for all authorized users of the system to retrieve desired docmnents, such as an indexing or text search system; (2) provide security to ensure integrity of the documents; (3) provide a standard interchange format when determined to be necessary by the agency or local government to permit the exchange of documents on electronic media among the components of the agency or local government using different software/ operating systems; and (4). provide for the disposition of the documents including, when necessary, the requirem€nts for transferring archival records to the State Archives as detailed in §7.77 of this title (relating to Retention of Electronic Records). (b) A document created on an electronic records system must be identified sufficiently to enable authorized personnel to retrieve, protect, and carry out the disposition of documents in the system. Agencies must ensure that records maintained in such systems can be correlated with related records on paper, microform, or other media. §7.75. SECURITY OF ELECTRONIC RECORDS. (a) State agencies and local governments must implement and maintain an electronic records security program for office and storage areas that: (1) ensures that only authorized pe~onnel have access to electronic records; W Elt!ctronic Records Standards and Procedures Stipp!. p. 5-19.6