New York Codes, Rules and Regulations
Title 8 - EDUCATION DEPARTMENT
Chapter II - Regulations of the Commissioner
Subchapter N - Public Records And Department Publications
Part 185 - Records Of Public Corporations
Section 185.8 - Retention and preservation of electronic records
Current through Register Vol. 46, No. 12, March 20, 2024
(a) A local government shall ensure that records retention requirements are incorporated into any plan and process for design, redesign, or substantial enhancement of an information system that stores electronic records.
(b) A local government shall ensure that electronic records are not rendered unusable because of changing technology before their retention and preservation requirements are met. In the case of archival electronic records, a local government, in consultation with the State Archives, must determine that the records will remain usable and accessible by ensuring that the records are retained in currently available file formats and by creating adequate documentation of the records and their systems as defined in subdivision (c) of this section.
(c) A local government shall develop and maintain up-to-date documentation about all permanent or archival electronic records sufficient to:
(d) A local government shall prepare and store in a secure off-site facility copies of archival electronic records in order to safeguard against loss.
(e) For electronic media that contain permanent or archival electronic records, a local government shall institute maintenance procedures to;