29-255-3 Me. Code R. § 12

Current through 2024-51, December 18, 2024

Section 255-3-12 - DATA MAINTENANCE

Any stored record must be protected against file corruption, alteration, or deletion throughout its required retention period. Adequate processes and documented procedures to ensure the integrity of the digital image should be in place.

1.Reliability: Controls to ensure a full and accurate representation of the transactions, activities or facts to which they attest and can be depended upon in the course of subsequent transactions or activities;

2.Authenticity: Controls to protect against unauthorized addition, deletion, alteration, use, and concealment;

3.Integrity: Controls, such as audit trails, to ensure records are complete and unaltered;

4.Usability: Mechanisms to ensure records can be located, retrieved, presented, and interpreted;

5.Content: Mechanisms to preserve the information contained within the record itself that was produced by the creator of the record;

6.Context: Mechanisms to implement cross-references to related records that show the organizational, functional, and operational circumstances about the record, which will vary depending upon the business, legal, and regulatory requirements of the business activity; and

7.Structure: controls to ensure the maintenance of the physical and logical format of the records and the relationships between the data elements.

Digital images and their associated index data must be effectively and efficiently managed over time. Regardless of format, records must be retained until their retention requirements have been met.

Agencies must design and implement migration strategies to counteract hardware and software dependencies of electronic records whenever the records must be maintained and used beyond the life of the information system in which the records are originally created or captured. To successfully protect records against technological obsolescence.

Carry out upgrades of hardware and software in such a way as to retain the functionality and integrity of the electronic records created in them; Any necessary conversion of storage media to provide compatibility with current hardware; Maintaining a link between records and their metadata through conversion or migration, including capture of all relevant associated metadata at the point of migration (for both the records and the migration process); and Ensure that migration strategies address non-active electronic records that are stored off-line.

29-255 C.M.R. ch. 3, § 12