Or. Admin. Code § 166-017-0045 - [Effective until 9/20/2025] Electronic Record as Official Copy of a Public Record
Electronic records (including digital images) may serve as the official copy of a public record under the following conditions:
(1) Public records with a scheduled retention
period of less than 100 years may be stored exclusively on electronic records
systems and media provided that the standards and requirements specified in OAR
166, Division 17 are met.
(2)
Public records with a scheduled retention period of 100 years or more may be
stored exclusively on electronic records systems provided that they are
maintained in such a way as to ensure their integrity and accessibility are
preserved. This includes utilizing file formats as listed in (4) of this rule,
planning for future format and system migrations, implementing system
protections to prevent changes to the content of the records, and implementing
appropriate backup and security measures.
(3) If agencies are unable to account for the
requirements listed in (2) of this rule they must retain the records in hard
copy or on microfilm for the entire scheduled retention period, and in
compliance with OAR 166.
(4) At a
minimum, records stored in an electronic format, with a scheduled retention
period of 100 years or more must be maintained in accordance with one of the
following:
(a) TIFF 6.0 (with Intel byte
order) specification (June 3, 1992), which is hereby incorporated by reference
and made a part of this rule. This specification is available from Adobe
Systems Incorporated, 345 Park Avenue, San Jose, CA 95110-2704.
(b) ISO 32000-1 2008 PDF specification which
is hereby incorporated by reference and made part of this rule. This
specification is available from Adobe Systems Incorporated, 345 Park Avenue,
San Jose, CA 95110-2704.
(c)
ISO/IEC 11172-3 1993 MPEG Layer III Audio Encoding (MP3) specification which is
hereby incorporated by reference and made part of this rule. This specification
is available from the International Organization for Standardization, Geneva,
Switzerland.
(d) ISO/IEC 14496-14
2003 MPEG 4 File Format (MP4), Version 2 specification which is hereby
incorporated by reference and made part of this rule. This specification is
available from the International Organization for Standardization, Geneva,
Switzerland.
Notes
Statutory/Other Authority: ORS 192.050, ORS 192.060 & ORS 192.105
Statutes/Other Implemented: ORS 357.825(2), ORS 357.855 & ORS 357.895
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Electronic records (including digital images) may serve as the
(1) Public records with a scheduled retention period of less than 100 years may be stored exclusively on electronic records systems and media provided that the standards and requirements specified in OAR 166, Division 17 are met.
(2) Public records with a scheduled retention period of 100 years or more may be stored on electronic records systems provided that the original records are retained in hard copy or on microfilm for the entire scheduled retention period , and in compliance with OAR 166.
(3) Agencies may petition the State Archivist in writing for exceptions to 166-017-0045(2) for public records meeting specific preservation requirements. The petition must specify whether the records are stored in a DoD 5015.2 certified system and state the file format for the records. The State Archivist will either grant or deny the request based on the information provided.
(4) At a minimum, records stored in an electronic format, with a scheduled retention period of 100 years or more must be maintained in accordance with one of the following:
(a) TIFF 6.0 (with Intel byte order) specification (June 3, 1992), which is hereby incorporated by reference and made a part of this rule. This specification is available from Adobe Systems Incorporated, 345 Park Avenue, San Jose, CA 95110-2704.
(b) ISO 32000-1 2008 PDF specification which is hereby incorporated by reference and made part of this rule. This specification is available from Adobe Systems Incorporated, 345 Park Avenue, San Jose, CA 95110-2704.
(c) ISO/IEC 11172-3 1993 MPEG Layer III Audio Encoding (MP3) specification which is hereby incorporated by reference and made part of this rule. This specification is available from the International Organization for Standardization, Geneva, Switzerland.
(d) ISO/IEC 14496-14 2003 MPEG 4 File Format (MP4), Version 2 specification which is hereby incorporated by reference and made part of this rule. This specification is available from the International Organization for Standardization, Geneva, Switzerland.
Notes
Stat. Auth.: ORS 192.050, 192.060 & 192.105
Stats. Implemented: 357.825(2), 357.855 & 357.895