| (a) Local governments must maintain up-to-date technical
documentation for each electronic records system that produces, uses,
and stores data files. Documentation must:
(1) include a narrative description of the system purpose
and functionality;
(2) describe the physical and technical characteristics
of the records, including, but not limited to, each field associated
with a record; its name, size, starting or relative position; and
the form of the data;
(3) outline steps to ensure the electronic records
system remains usable for as long as the system is maintained by the
local government, including maintaining any software, hardware, and
documentation required to retrieve and read the electronic records;
(4) describe the required descriptive and technical
metadata the electronic records system must maintain for electronic
records to have reliability, including metadata necessary to adequately
support the usability, authenticity, integrity, and preservation of
a record; and
(5) incorporate instructions for carrying out disposition
of records into electronic records systems.
(b) Local governments must ensure electronic records
systems using electronic storage media to maintain the record copy,
or data used to generate the record copy, allow for:
(1) all authorized users of the system to retrieve
desired records, such as an indexing or text search system;
(2) security to ensure integrity of the records;
(3) exchanging records using an established standard
format amongst the departments of the local government using different
software/operating systems; and
(4) disposition of the records.
(c) An electronic records system must not create an
impediment to access to public records.
(d) Local governments must ensure that records created
or maintained in electronic records systems can be:
(1) identified sufficiently to enable authorized personnel
to retrieve, protect, and carry out disposition of the records in
the system; and
(2) associated with related records in other formats.
(e) A local government must prohibit smoking, drinking,
and eating in areas containing electronic records systems that maintain
the record copy.
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