Louisiana Administrative Code
Title 4 - ADMINISTRATION
Part XVII - Records Management Policies and Practices
Chapter 13 - Electronic Records
Subchapter B - State Archives Imaging Policy
Section XVII-1305 - Imaging System Survey; Compliance
Universal Citation: LA Admin Code XVII-1305
Current through Register Vol. 50, No. 9, September 20, 2024
A. In accordance with R.S. 44:413, each agency shall complete a state archives imaging system survey and provide any amendments to their survey in a timely manner when original information provided is no longer accurate.
1. Survey Information. Each agency shall
provide the following information to the state archives:
a. a listing of all records series
maintained/managed by the system being surveyed;
b. the hardware and software being used
(including model and version numbers) including total storage
capacity;
c. the type and density
of media being used by the system (magnetic, WORM, etc.);
d. the type and resolution of images being
produced (TIFF class 3 or 4, and dpi);
e. the agency's quality control procedures
for image production and maintenance;
f. the agency's back up procedures for the
system and where (on-site, off-site) and how many sets of images
exist;
g. the agency's migration
plan for purging images from the system that have met their retention
period.
2. Initial
Survey Implementation. Any agency with an imaging system in operation before
June 1, 2003 shall submit their survey response to the state archives by no
later than July 31, 2003.
3. New
Systems. In addition to completing the Imaging System Survey, any agency
implementing an imaging system on or after June 1, 2003, must contact the state
archives prior to implementation to ensure that a retention schedule, approved
by the state archives, is in place and that the system can comply with their
schedule's requirements.
4.
Amending Imaging Survey Response. In the event that any changes in the initial
information providing on an agency's imaging survey response, the agency shall
submit an amendment to their survey response within 90 days of the change
occurring.
AUTHORITY NOTE: Promulgated in accordance with R.S. 44:405.
Disclaimer: These regulations may not be the most recent version. Louisiana may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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