| (a) Local governments must ensure that the reliability,
integrity, and usability of information is not lost prior to its authorized
destruction date because of changing technology or media deterioration
through periodic checking and maintaining the state of electronic
storage media, converting electronic storage media or file format,
and taking other action as required to provide compatibility with
current hardware and software. The migration strategy for upgrading
equipment as technology evolves must be documented and include:
(1) periodically recopying to the same electronic media
as required, and/or transferring of data from an obsolete technology
to a supportable technology; and
(2) providing backward compatibility to the data in
old systems, and/or converting data to media that the system upgrade
and/or replacement can support.
(b) The storage areas for electronic storage media
must be maintained in environments without high levels of airborne
particulates and within the following temperatures and relative humidities:
(1) For magnetic media--65 degrees Fahrenheit to 75
degrees Fahrenheit, and 30% to 50% relative humidity;
(2) For optical disks--14 degrees Fahrenheit to 74
degrees Fahrenheit, and 20% to 50% relative humidity.
(c) Electronic storage media that cannot meet the requirements
of subsection (a) of this section may not be used for the exclusive
storage of electronic records subject to this subchapter.
(d) Additionally, if electronic storage media is used
to store permanent electronic records, local governments must maintain
any metadata and media-specific information necessary to access the
records.
(e) The following standards must be met for electronic
records stored as digital images on electronic storage media:
(1) A visual quality control evaluation must be performed
on a representative sample of scanned images and related index data.
A representative sample must be at least 10% of the total scanned
images.
(2) A scanning density with a minimum of 200 dots per
inch is required for recording text documents that contain no type
font smaller than six point.
(3) A scanning density with a minimum of 300 dots per
inch is required for engineering drawings, maps, and other text documents
with background detail.
(4) The selected scanning density must be validated
with tests on actual text documents.
(f) A local government must prohibit smoking, drinking,
and eating in areas containing electronic storage media.
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| Source Note: The provisions of this §7.76 adopted to be effective March 12, 1993, 18 TexReg 1271; amended to be effective October 2, 1995, 20 TexReg 7484; amended to be effective August 31, 2021, 46 TexReg 5389 |
