(a) A state agency
shall establish internal procedures to comply with state archives and records
management standards for creation, use, maintenance, storage, retention,
preservation, and disposition of state records in an electronic format. The
procedures shall
(1) integrate the management
of electronic records with other records and information technology resources
of the agency;
(2) identify the
electronic records created, used, received, or maintained by the agency to
ensure that the records appear on the agency's records retention
schedule;
(3) ensure the
development and maintenance of documentation of electronic records systems used
by the agency that specifies the characteristics necessary for reading or
processing the records, including a narrative description of the system and the
physical and technical characteristics of the records;
(4) ensure the retention of the agency's
electronic records until a disposition period has been approved by the state
archivist, the attorney general, the commissioner of administration, and the
agency head;
(5) ensure that an
electronic record's content, context, and structure are evident and easily
retrieved and understood;
(6)
protect any confidential, privileged, proprietary, or security
information;
(7) provide for the
management of public records maintained on the agency's website to ensure that
web content is trustworthy, complete, accessible, and durable for as long as
the records retention schedule approved under this section requires;
(8) provide a security plan to prevent
unintentional or unauthorized addition, modification, deletion, or corruption
of electronic records and to ensure routine back-up of essential information
against loss due to equipment malfunction, power interruption, human acts, and
natural events;
(9) provide for the
transfer of long-term and permanent electronic records from an existing system
to a new system if it is evident that the existing system will become obsolete
or inoperable;
(10) ensure that the
agency's electronic records are durable for as long as the records retention
schedule approved under this section requires; and
(11) ensure the consideration of the
following factors before the selection of a storage media or the conversion of
an electronic record from one media to another:
(A) the length of the retention period for
the record;
(B) the maintenance
necessary for the entire life cycle of the record;
(C) the cost of storing and retrieving the
record;
(D) the time needed to
retrieve the record;
(E) the
portability of the medium, including the readability of medium by multiple
manufacturers; and
(F) the
transferability of the record from one medium to another.
(b) A state agency shall create,
capture, maintain, and store electronic records, in accordance with the
following minimum standards to the extent possible:
(1) digital images on electronic records must
be in a non-proprietary image format in wide usage;
(2) scanned images on electronic records must
meet the following minimum scanning densities:
(A) standard letter quality records, 200 dots
per inch;
(B) photographs and other
higher quality or more detailed records, 400 dots per inch;
(C) engineering drawings, 200 dots per
inch;
(D) deteriorating documents,
600 dots per inch;
(3)
long-term and permanent back-up and security magnetic tapes maintained or
stored on-site or in a state-approved facility must be kept at a constant
temperature of 62 degrees to 68 degrees Fahrenheit and a constant relative
humidity of 35 percent to 45 percent;
(4) electronic records must be stored in
non-magnetic containers that are resistant to impact, dust intrusion, and
moisture;
(5) non-magnetic
containers described in (4) of this subsection must be stored at least six feet
away from magnetic field sources, including generators, elevators,
transformers, loudspeakers, microphones, headphones, magnetic cabinet latches,
and magnetized tools;
(6) compact
disks must be stored in hard cases and not in cardboard, paper, or plastic
sleeves.
(c) If the
state archivist determines the electronic record as a temporary record under
this chapter, the electronic record may be stored on any medium, including
optical disk, that ensures the maintenance of the record until its disposal is
authorized under AS 40.21 and this chapter.
(d) The state archivist may accept into the
state archives analog videodiscs and compact disks used for data, digital audio
playback, or document storage.
(e)
Original photographs determined by the state archivist as permanent and copied
onto a videodisc must be scheduled for transfer to the state archives along
with a copy of the videodisc.
(f)
Permanent records must be transferred by an agency to the state archives when
the agency becomes inactive or whenever the agency cannot provide proper care
and handling of the record. Electronic records must be transferred by an agency
to the state archives on paper, microforms, magnetic tape, or an electronic
format otherwise meeting the requirements of this section. If the records are
transferred on magnetic tape, the transferred tapes on which the information is
recorded must be new tapes. If electronic records are transferred to the state
archives, documentation adequate for servicing and interpreting the records
must be transferred with the electronic records.
