Current through Register Vol. XLI, No. 50, December 13, 2024
Section 100-2-4 - Objectives4.1. The county records management program shall manage the creation, use, maintenance, preservation and disposition of the records of county government entities utilizing uniform, efficient, and economical procedures and standards. The program shall: 4.1.a. Provide for the management and retention of all records of county government entities in all formats, to ensure the administrative, legal, fiscal, and historical needs of county government are met.4.1.b. Identify, protect and preserve records vital to county government and its citizens.4.1.c. Identify, preserve, and ensure records of permanent enduring value, historical or archival, are accessible to county government and its citizens, or are submitted for transfer to the director of archives and history for preservation.4.1.d. Ensure that records of temporary or short term value are disposed of in accordance with approved records schedules.4.1.e. Provide for economical government business operations and quality service to the public.4.2. The county records management program shall provide record schedules for the records of county government entities to ensure proper retention of records of continuing value and proper disposition of records of minimal value or no longer possessing administrative, legal, fiscal, or historical value sufficient to justify continuing maintenance. The program shall: 4.2.a. Provide a records management manual for county government entity records managers to serve as a guide to the management of county government entity records.4.2.b. Issue general records schedules for records common to all county government entities.4.2.c. Issue specific records schedules for each county government entity listing all records identified with specific government entity and reflecting most recent county records survey.4.2.d. Provide for retention and disposition based on state and federal codes and regulations, Supreme Court of Appeals orders, and record values.4.2.e. Provide forms to authorize destruction of records having no further administrative, legal, fiscal, or historical value; for transfer of records to archives and history, an approved repository, authority, or storage center; and for the reformatting to microfilm, image, electronic, or other formats approved by the Board.4.2.f. Provide forms for the biennial inventory of each county government entity, which shall serve as the basis for Board review and revision of records schedules, a report on the state of the conditions and needs of county government entity records, and for comparison and support of the Board's continuing annual records grant program.4.3. The county records management and preservation program shall identify and set forth uniform guidelines, procedures, and requirements for electronic record keeping systems and technologies which ensure the preservation of the original record, regardless of original format, which is incapable of erasure or alteration of any recorded information, which may be retrieved in form which accurately depicts and presents the image and recorded information of the original record, and which meets all legal requirements for evidentiary records. Electronic record keeping systems shall:4.3.a. Include complete, current technical and system documentation for producing, using and storing electronic records.4.3.b. Provide portability of the record(s) and format so as to be neither equipment nor program dependent on a single manufacturer, but capable of being produced and managed by multiple manufacturers, to ensure economical transfer from one system or medium to another without loss or compromise to the original record, data, database, or other electronic record keeping medium or format.4.3.c. Ensure management, access and retrieval in an easy, timely manner, and storage of records, meeting required recopying or "refreshing" requirements, in compliance with required scheduled retention period.4.3.d. Ensure security and authorization procedures which prevent unauthorized access, or modification by addition, revision or deletion of a record.4.3.e. Provide backup against power interruptions and for recovery of records without information loss through redundant electronic storage media systems for long-term record retention requirements and CD's, optical, DVD's or other currently acceptable state-of-the-technology or media for records of lesser retention requirements.4.3.f. Ensure records are not lost due to changes in technology, reformatting, copying, converting, or migrating records to alternate hardware, software or medium.4.3.g. Ensure that records scheduled as permanent are retained in format meeting national and industry standards for archival records and acceptable for transfer to archives and history, with appropriate finding aids or indexes meeting national, industry and/or board standards to provide access and retrieval of the records.4.3.h. Require submission to and approval by the Board of the county government entity's administrative plan of procedures and policies, including its ability to insure maintenance of electronic records in compliance with industry and national standards, demonstrated ability to retain continuity of the electronic system, and comply with requirements in most current records management manual.