Code of Maine Rules
29 - DEPARTMENT OF THE SECRETARY OF STATE
255 - MAINE STATE ARCHIVES
Chapter 3 - IMAGING STATE RECORDS
Section 255-3-11 - STORAGE

Storage Environment:Storage media must be kept in secure, dust-free area under the proper environmental conditions. Contact the Maine State Archives for proper consistent temperature control levels relative to humidity.

Confidential and sensitive information: Special care must be taken when physically transferring media from the imaging source to the customer if they contain confidential or sensitive information. Contracts with vendors must delineate the procedures vendors must use to ensure they provide adequate protection to sensitive information.

Back ups:A periodic backup process of all digitized records should be performed along with geographically remote offsite storage to ensure the accessibility of records in the event of a disaster.

Backups must be stored in areas geographically remote from the offices where the use copies of the records are stored.An appropriate backup location will be one where it is highly unlikely that the backup location will simultaneously suffer the same disaster as the offices.

Regardless of the media used, images must be accessible for the records' entire retention period.