30 Miss. Code. R. 2645-2.5 - General requirements
The following procedures must be followed by the person who maintains records on behalf of the Board:
A.
Classification of
records. The custodian shall classify all documents that are
electronically stored. Hash values, or unique numerical identifiers, shall be
used as a distinguishing trait. Hash values shall be assigned consistently to a
file or a group of files based on a standard algorithm.
B.
When Source Documents are placed
in Electronic Storage. The Source Document, if any, for electronically
stored information may be place in electronic storage at any time when deemed
necessary by the Board's executive director. Notwithstanding, no records which
have been introduced into evidence before the Board in a licensure or other
administrative hearing shall be placed in electronic format if the actions of
the Board are still pending, subject to an appeal or other court action.
C.
Time for destruction of
Source Documents. The Source Document, if any, for electronically
stored information may be destroyed after a period of six months, but until
such time, must be separately stored. Prior to destruction of any records, the
Board Executive Director shall determine that the records have no legal or
administrative value.
D.
Access. Access to electronic storage media shall be limited to
properly authorized personnel.
E.
Protection from information loss. The electronically stored
information shall be protected against information loss by backup and recovery.
The use of floppy disks or other forms of magnetic media not specifically
designed for the purpose of long term storage shall be avoided.
F.
Protection from damage.
Provide reasonable protection from damage by fire, flood, and other hazards for
records. Safeguard records from unnecessary exposure to deterioration from
excessive humidity, dryness, or lack of proper ventilation.
G.
Index of records. The
electronically stored copies shall be indexed and maintained for ready
reference and inspection.
H.
Maintenance of Records. Regular copying, reformatting, and
other necessary maintenance shall be performed to ensure the retention of
electronic records.
I.
Retrieval. Utilize a formal and timely retrieval process to
permit standardized retrieval.
J.
Reproduction. Any reproduction of a non-electronic original
record on electronic storage media shall be complete, true, and legible.
Notes
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