Section 100-RICR-50-00-2.5 - General RequirementsA. Electronic records must remain accessible for the duration of the retention period specified in their records retention schedule. "Accessible" means all electronic records must be:1. Readable: a. By current, commonly available hardware and software; orb. Converted by the originating agency for use by another software or hardware system if the existing software or hardware is no longer current or commonly available.2. Stored appropriately:a. In an electronic system accompanied by documentation of release notes, functionality, and backup provisions; orb. On physical storage media that is descriptively labeled and readable by commonly available hardware and software.3. Discoverable: a. Within a reasonable timeframe and without excessive effort via original metadata and any metadata that is necessary to understand the content and structure of the record.4. Properly maintained by the originating agency, which includes:a. Migrating when the current storage medium and/or records management system nears the end of its practical lifespan; andb. Avoiding proprietary storage systems, records management systems, or file formats when possible.100 R.I. Code R. 100-RICR-50-00-2.5
Adopted effective 5/14/2024