State and local agencies shall comply with all statutes and
rules relating to public records. With regard to public records stored
exclusively in electronic format, state and local agencies shall do all of the
(1) Maintain electronic
public records that are accessible, accurate, authentic, reliable, legible, and
readable throughout the record life cycle.
(2) Document policies, assign
responsibilities, and develop appropriate formal mechanisms for creating and
maintaining electronic public records throughout the record life
(3) Maintain confidentiality
or restricted access to records or records series maintained in electronic
format, limiting access to those persons authorized by law, administrative rule
or established agency policy.
Utilize information systems that accurately reproduce the records they create
(5) Describe and
document public records created by information systems.
(6) Document authorization for the creation
and modification of electronic public records and, where required, ensure that
only authorized persons create or modify the records.
(7) Design and maintain new information
systems so that these systems can provide an official record copy for those
business functions accomplished by the system.
(8) Develop and maintain information systems
that maintain accurate linkages, electronically or by other means, to
transactions supporting the records created where these linkages are essential
to the meaning of the record.
Utilize information systems that produce records that continue to reflect their
meaning throughout the record life cycle.
(10) Utilize information systems that can
delete or purge electronic records created in accordance with the approved
information systems that can export records that require retention to other
systems without loss of meaning.
(12) Utilize information systems that can
output record content, structure and context.
(13) Utilize information systems that allow
records to be masked to exclude confidential or exempt information.