Statutes, codes, and regulations
Mississippi Administrative Code
Title 16 - History, Humanities and ArtsPart 2 - Archives and Records Services Division
Chapter 9 - Public Records - Standards: Destruction of Original Records after Imaging
Rule 16-2-9.1 - Technical Requirements

16 Miss. Code. R. 2-9.1

Download
PDF
Current through December 10, 2024
Rule 16-2-9.1 - Technical Requirements
A. Open System Architecture:

The design of the system shall permit future system upgrades with minimal effect on system operation. The system architecture shall allow flexibility in exporting and importing data to other non-proprietary systems. Standards for open systems such as the United States Department of Defenses TAFIM, the Institute of Electrical and Electronic Engineers Open Systems Handbook: A Guide to Building Open Systems, or Open Systems Handbook: A Guide to Building Open Systems published by the Open Software Foundation shall be used.

B. Non-Rewritable Storage Media:

Only non-rewritable storage media is acceptable. Such media include write once read many (WORM), compact disk-read only (CD-ROM), and microfilm produced in accordance with standards issued by the Mississippi Department of Archives and History. Prior to disposal of the scanned documents, images must be stored on one or more of these media.

1. Use of these storage media shall be in accordance with the following standards:
a. WRITE ONCE READ MANY (WORM). Standards for WORM optical disks may be found in the WORM portion of ISO/IEC 1336 - Volume and file Structure of Write-Once and Rewritable Optical Disks Using NonSequential Recording for Information Interchange - Universal Disk Format.
b. COMPACT DISK - READ ONLY. ISO 9660 - Volume and File Structure of CD-ROM for Information Interchange.
c. MICROFILM. Mississippi Department of Archives and History Rule.
2. The use of digital optical disks with a guaranteed minimum shelf life of five years and a minimum post-write life of twenty years is required.
C. Non-Proprietary Image File Format:

TIFF file format is the required standard for alphanumeric documents and JPEG file format is the required standard for graphic documents. Because of variation in the structure of these file formats among vendors and in order to increase the likelihood of accessibility to permanent records stored in this method, comprehensive documentation of the image file format must be maintained with other system documentation. Alternative file formats are acceptable provided complete documentation of the digital image file format, including tested procedures and techniques for the conversion of images and data, is maintained.

D. Compression Algorithm:

ITU Group 3 and 4 (formerly CCITT Group 3 and 4) shall be used.

E. Scanning Resolution:

300 dpi or greater

F. Media Error Detection and Correction:

ANSI/AIIM MS 59-1996, Media Error Monitoring and Reporting Techniques for Verification of Stored Data on Optical Digital Data Disks, is the required standard for reporting the error rate data to the operating system for user evaluation.

G. Indexing System:

The indexing system used to retrieve images shall be a relational database. Alternative indexing systems must be approved in writing by the Mississippi Department of Archives and History. Information on establishing index fields in an electronic imaging system may be found in ANSI/AIIM TR40-1995, Suggested Index Fields for Documents in Electronic Image Environments.

16 Miss. Code. R. 2-9.1

Miss. Code Ann. §§ 29-59-9, 25-59-29, 25-59-3 (1972, as amended).