La. Admin. Code tit. 4 § XVII-1305

Current through Register Vol. 50, No. 9, September 20, 2024

Section XVII-1305 - Imaging System Survey; Compliance

A. In accordance with R.S. 44:413, each agency shall complete a state archives imaging system survey and provide any amendments to their survey in a timely manner when original information provided is no longer accurate.

1. Survey Information. Each agency shall provide the following information to the state archives:

a. a listing of all records series maintained/managed by the system being surveyed;

b. the hardware and software being used (including model and version numbers) including total storage capacity;

c. the type and density of media being used by the system (magnetic, WORM, etc.);

d. the type and resolution of images being produced (TIFF class 3 or 4, and dpi);

e. the agency's quality control procedures for image production and maintenance;

f. the agency's back up procedures for the system and where (on-site, off-site) and how many sets of images exist;

g. the agency's migration plan for purging images from the system that have met their retention period.

2. Initial Survey Implementation. Any agency with an imaging system in operation before June 1, 2003 shall submit their survey response to the state archives by no later than July 31, 2003.

3. New Systems. In addition to completing the Imaging System Survey, any agency implementing an imaging system on or after June 1, 2003, must contact the state archives prior to implementation to ensure that a retention schedule, approved by the state archives, is in place and that the system can comply with their schedule's requirements.

4. Amending Imaging Survey Response. In the event that any changes in the initial information providing on an agency's imaging survey response, the agency shall submit an amendment to their survey response within 90 days of the change occurring.

La. Admin. Code tit. 4, § XVII-1305

Promulgated by the Department of State, Office of the Secretary of State, Division of Archives, LR 29:957 (June 2003).

AUTHORITY NOTE: Promulgated in accordance with R.S. 44:405.