Current through Register Vol. 35, No. 18, September 24, 2024
A. An agency requesting permission to store
electronic disaster recovery files with the state records center shall complete
the request to store electronic disaster recovery files form approved by the
administrator.
B. The form shall
include but not be limited to the following: agency name; name of contact
person; division; phone number; fax number; physical address; mailing address;
e-mail address; names of persons authorized to access and retrieve disaster
recovery files; signature of authorized personnel; type and quantity of media;
description of electronic media contents; name and signature of agency record
custodian; and signature of the administrator.
C. The request to store electronic disaster
recovery files form shall be re-submitted to the administrator when changes are
made that differ from the original request (e.g., deleting or adding authorized
personnel).
D. At a minimum, each
individual unit (tape, disk, etc.) of disaster recovery backup files shall be
clearly identified with the agency name.
E.
Access.
(1) Access to disaster recovery backup files
is permitted through the use of an automated key system. Key cards shall be
issued at cost plus five percent processing fee to agencies by the
administrator when a request for storage of electronic disaster recovery files
is approved.
(2) Lost key cards
shall be reported immediately to the records management division so that the
keys can be deactivated on the automated key system. Key cards shall be
replaced at cost plus five percent processing fee.
(3) Regular access to electronic media shall
be between the hours of 8:00 a.m. to 12:00 noon and 1:00 p.m. to 5:00 p.m.,
Monday through Friday.
(4)
Authorized agency personnel requesting after hours access to electronic media
shall be required to provide personal identification prior to access.
(5) Agencies requiring twenty-four hour
Monday through Sunday access to disaster recovery backup files shall make such
requests in writing to the administrator. Requests shall state the reasons for
requiring around the clock access to disaster recovery backup files. The
administrator shall review all requests and shall either approve or deny such
access.
F.
Storage and terms of use.
(1) The
records management division shall provide locker(s) within a secured
environmentally controlled vault.
(2) The requesting agency shall be required
to provide the pad lock for the locker(s).
(3) If an agency abandons a locker it may
forfeit future use of the vault storage.
(4) No food or drink is allowed in the
vault.
(5) Only authorized
personnel are allowed in the vault.
(6) Authorized personnel are not allowed to
move furniture or equipment into the vault.
(7) Agencies that fail to comply with the
"terms of use" may have their vault services terminated.
G.
Renewal of authorization.
(1) At the close of the calendar year,
agencies shall receive a notice from the records management division asking
agencies to review and update the authorization list.
(2) Agencies shall have 15 working days to
respond to the notice. If no response is received services may be
terminated.
