| (a) Local government records management officers, in
conjunction with the governing body, shall approve and institute written
policies and procedures that communicate the organization's approach
for electronic records management practices that ensure electronic
records maintain and retain reliability, usability, integrity, and
authenticity.
(b) A local government's policies and procedures must:
(1) establish a component of the local government's
active and continuing records management program to address the management
of electronic records created, received, retained, used, transmitted,
or disposed of electronically, including electronic records maintained
or managed by third-party custodians or other external entities;
(2) integrate the management of electronic records
into existing records and information resources management programs;
(3) incorporate electronic records management objectives,
responsibilities, and authorities;
(4) address electronic records management requirements,
including retention requirements and final disposition;
(5) address the use of new technologies through regular
media and format conversion, recopying, reformatting, and other necessary
maintenance to ensure the retention and usability of electronic records
until the expiration of their retention periods and final disposition;
and
(6) ensure transparency by documenting, in an open
and verifiable manner, the processes and activities carried out in
the management of electronic records.
(c) A local government's policies and procedures must
ensure information that must be protected from unauthorized use or
disclosure is appropriately protected as required by applicable law,
regulation, or other applicable requirement.
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