Rule 30-2645-2.5 - General requirements The following procedures must be followed by the person who maintains records on behalf of the Board:
A.Classification of records. The custodian shall classify all documents that are electronically stored. Hash values, or unique numerical identifiers, shall be used as a distinguishing trait. Hash values shall be assigned consistently to a file or a group of files based on a standard algorithm. B.When Source Documents are placed in Electronic Storage. The Source Document, if any, for electronically stored information may be place in electronic storage at any time when deemed necessary by the Board's executive director. Notwithstanding, no records which have been introduced into evidence before the Board in a licensure or other administrative hearing shall be placed in electronic format if the actions of the Board are still pending, subject to an appeal or other court action. C.Time for destruction of Source Documents. The Source Document, if any, for electronically stored information may be destroyed after a period of six months, but until such time, must be separately stored. Prior to destruction of any records, the Board Executive Director shall determine that the records have no legal or administrative value. D.Access. Access to electronic storage media shall be limited to properly authorized personnel. E.Protection from information loss. The electronically stored information shall be protected against information loss by backup and recovery. The use of floppy disks or other forms of magnetic media not specifically designed for the purpose of long term storage shall be avoided. F.Protection from damage. Provide reasonable protection from damage by fire, flood, and other hazards for records. Safeguard records from unnecessary exposure to deterioration from excessive humidity, dryness, or lack of proper ventilation. G.Index of records. The electronically stored copies shall be indexed and maintained for ready reference and inspection. H.Maintenance of Records. Regular copying, reformatting, and other necessary maintenance shall be performed to ensure the retention of electronic records. I.Retrieval. Utilize a formal and timely retrieval process to permit standardized retrieval. J.Reproduction. Any reproduction of a non-electronic original record on electronic storage media shall be complete, true, and legible. 30 Miss. Code. R. 2645-2.5
Miss. Code Ann. § 73-43-11 (1972, as amended).