California Code of Regulations
Title 2 - Administration
Division 7 - Secretary of State
Chapter 15 - Trustworthy Electronic Document or Record Preservation
Section 22620.8 - Electronic File Format for Preservation of Converted Official Documents or Records

Universal Citation: 2 CA Code of Regs 22620.8
Current through Register 2024 Notice Reg. No. 12, March 22, 2024

To ensure long term accessibility of documents or records converted from hard copy format into electronic format, the storing and recording of permanent and nonpermanent documents or records shall be maintained in a trusted system as defined in section 22620.7, Trusted Storage of Official Electronic Documents or Records, using standards adopted or developed by ANSI or AIIM and as identified in section 5.4.1.4 Image formats of "AIIM ARP1-2009 Analysis, Selection, and Implementation of Electronic Document Management Systems," approved June 5, 2009, which is incorporated by reference in this section. If PDF/A is chosen as the file format for long-term storage, the adopted standard that should be followed is "ANSI/AIIM/CGATS/ISO 19005-1:2005, Document Management -- Electronic Document File Format for Long-Term Preservation -- Part 1: Use of PDF 1.4 (PDF/A-1)," approved as ANSI Standards, June 15, 2008, which is incorporated by reference in this section.

The published version of the AIIM recommended practice may be downloaded directly from AIIM at www.aiim.org/standards or from the Secretary of State at www.sos.ca.gov/archives/local-gov-program. The published version of ANSI/AIIM/CGATS/ISO 19005-1:2005 may be purchased from AIIM at www.aiim.org/standards.

1. New section filed 7-9-2012; operative 8-8-2012 (Register 2012, No. 28).

Note: Authority cited: Section 12168.7, Government Code. Reference: Sections 25105, 26205, 26205.1, 26205.5, 26907, 27001, 27322.2, 34090.5 and 60203, Government Code; Section 102235, Health and Safety Code; and Section 10851, Welfare and Institutions Code.

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