New Jersey Administrative Code
Title 15 - STATE
Chapter 3 - RECORDS RETENTION
Subchapter 6 - STORAGE OF PUBLIC RECORDS
Section 15:3-6.1 - Purpose
Current through Register Vol. 56, No. 6, March 18, 2024
(a) This subchapter sets forth standards for the storage of public records as required by P.L. 1953, c.410, § 16 (47:3-30 ) as amended, effective September 18, 1953, for the Division of Archives and Records Management in the Department of State with the approval of the State Records Committee, established under Section 6 of P.L. 1953, c.410 (47:3-20 ), to "make and promulgate rules and regulations for the effective administration of laws relating to public records."
(b) Standards, procedures and rules for storage of public records mandated by P.L. 1953, c.410 (47:3-26 ) as amended, P.L. 1994, c.140 (47:1-12(a) et al. as amended), and other sections of the State statutes are promulgated in this subchapter to ensure the preservation and accessibility of public records. Furthermore such standards, procedures and rules for storage of public records insure the legal integrity and admissibility of public records as provided for under P.L. 1994, c.140, § 4 (47:3-26 as amended) et al.
(c)P.L. 1994, c.140, which amends Section 12 of P.L. 1953, c.410 (47:3-26 ) and other sections of the New Jersey Statutes, mandates the Division of Archives and Records Management in the Department of State, with the approval of the State Records Committee, to formulate "standards, procedures and rules for photographing, microphotographing, microfilming, data processing and image processing of public records for the preservation, examination and use of such records, including indexing and arrangement thereof" to allow the use of the same for keeping public records. Such standards and procedures promulgated in N.J.A.C. 15:3-4, effective May 5, 1997, include the requirement under 15:3-4.4(e) for security copies of public records on optical disks or other media to be stored in secure and suitable facilities according to record storage rules promulgated by the State Records Committee.
(d) Furthermore, the rules define standards, procedures and guidelines for storage of public records pursuant to P.L. 1920, c.309, § 3(10), (40:48-6 ), which requires the governing body of municipalities to provide a vault or other place or places for safekeeping of books, valuable records, documents and papers affording equal or greater security against fire and theft and other statutory requirements for safe-keeping of records by public agencies.
