| (a) Electronic records systems that maintain the official file copy of text documents or data used to generate the official file copy of text documents on electronic media must meet the following minimum requirements: (1) provide a method for all authorized users of the system to retrieve desired documents, such as an indexing or text search system; (2) provide security to ensure integrity of the documents; (3) provide a standard interchange format when determined to be necessary by the local government to permit the exchange of documents on electronic media among the components of the local government using different software/operating systems; and (4) provide for the disposition of the documents. (b) A document created on an electronic records system must be identified sufficiently to enable authorized personnel to retrieve, protect, and carry out the disposition of
documents in the system. Local governments must ensure that records maintained in such systems can be correlated with related records on paper, microform, or other media.
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