N.J. Admin. Code § 15:3-4.7 - Operation and management of image processing systems

(a) Optical disk systems shall not be operated in environments with high levels of airborne particles or without adequate temperature and humidity controls, according to rules promulgated by the State Records Committee.

(b) Complete and accurate indexes are essential when records are stored on electronic media.

1. Image processing systems shall include an indexing system and procedures for adequate indexing that permit rapid identification and retrieval for viewing or reproducing of all related records maintained in the systems.

2. The requirement to maintain an indexing system shall be met if an indexing system is functionally comparable to a reasonable hardcopy indexing system which is consistent with statutory requirements.

3. Operational procedures shall include a check of indexing accuracy.

4. Preference shall be given to systems that incorporate indices or other retrieval information directly on the same system as the images.

5. Backup, refreshing, and data migration procedures must ensure the preservation of all indexing associated with records in the image processing system, and the continued ability to identify, retrieve, and reproduce all relevant documents.

(c) Particular care shall be given to labeling all optical disks, magnetic tapes and other storage containers, especially when the disk or tape containing their corollary indexes is stored on separate media. Standard practices shall be encouraged for labeling optical disks and cartridges, as set forth in Technical Report for Information and Image Management--Recommendations for the Identifying Information to be Placed on Write-Once-Read-Many (WORM) and Rewritable Optical Disk (OD) Cartridge Label(s) and Optical Disk Cartridge Packing/Shipping Containers (ANSI/AIIM TR21-1991, as amended and supplemented, incorporated herein by reference).

(d) All aspects of the design and use of the image processing systems shall be documented. Documentation on an image processing system shall include:

1. Administrative procedures for imaging, storage, and retrieval of records;

2. Technical specifications for all the components of the system;

3. Problems encountered in the operation of the system and measures taken to address such problems; and

4. Any and all hardware and software modifications made to the system.

(e) Government agencies must ensure that their operational and managerial programs for image processing systems provide for conformance with the mandatory review and approval provisions of section 6 of P.L. 1994, c. 140, N.J.S.A. 47:1-12. These provisions require the Division, with the approval of the State Records Committee, to review and approve all image processing systems used for recordkeeping by government agencies, and to conduct annual reviews of said systems. N.J.A.C. 15:3-5.1 through 5.7 set forth the elements of the mandatory review and approval process, which are embodied in an online registration service.

(f) The Division may, as permitted by staffing levels, provide training and other records and information management support services to government agencies to assist in the planning, implementation, and maintenance of image processing systems used for keeping public records; and serve as a repository for information concerning State, national, and international standards, procedures and guidelines for image processing systems, including all published documents cited or referred to in this subchapter; and produce, publish, and distribute technical bulletins, guidelines, and other publications to implement and explain established standards, procedures, and rules for image processing systems and shall revise and reissue the same as warranted by advances in technology, issuance of new national and international standards, or other relevant events.

Notes

N.J. Admin. Code § 15:3-4.7

Amended by47 N.J.R. 1345(b), Effective 6/15/2015