100 R.I. Code R. 100-RICR-50-00-2.6

Current through November 21, 2024

Section 100-RICR-50-00-2.6 - Selection of Electronic Records Storage Media

A. Agencies shall select appropriate electronic records storage media and systems for storing public records throughout their life cycle, which meet the following requirements:

1. Permit easy and accurate retrieval in a timely manner;

2. Retain the records in a usable format until their authorized disposition date is identified in an approved records retention schedule; and

3. Meet requirements for transferring historical records to the Rhode Island State Archives, when appropriate (§ 1.8.3 of this Subchapter).

B. Agencies shall consider the following factors before selecting a storage medium or converting from one medium to another:

1. Authorized retention of the records as determined on the records retention schedule(s);

2. Maintenance necessary to retain the records;

3. Cost of storing and retrieving the records;

4. Access time to retrieve stored records;

5. Accessibility of records over time due to software and hardware requirements;

6. Portability of the medium (selecting a medium that will run on equipment offered by multiple manufacturers); and

7. Ability to transfer the information from one medium to another.

C. Agencies shall not use removable data storage devices for the exclusive storage of long-term or permanent records.

D. Agencies shall ensure that all authorized users can identify and retrieve information stored on media external to the computer system by establishing and adopting procedures for labeling the contents of the storage devices. Identification should include:

1. The name of the organizational unit responsible for the data;

2. Descriptive title of the contents, identification of software and hardware in use at the time of creation; and

3. Security requirements or restrictions, if applicable.

E. Agencies shall ensure that information is not lost due to changing technology or deterioration of storage media by converting storage media to provide compatibility with the agency's current hardware and software.

1. Before conversion of information to a different media, agencies shall determine that authorized disposition of the electronic records can be implemented after conversion.

F. Agencies shall back up electronic records on a regular basis to safeguard against the loss of information due to equipment malfunctions or human error.

1. Duplicate copies and appropriate indexes of long-term or permanent records shall be maintained in storage areas located in buildings separate from the location of the records that have been copied.

G. Agencies shall scan documents at a density of 300 dots per inch or higher.

2.6.1Environmental Controls

A. Agencies shall:

1. Keep food and drink away from storage media and equipment;

2. Store disks and tapes:

a. In a vertical position in a dust-free environment; and

b. At a constant temperature between 60 and 68 degrees Fahrenheit and a constant relative humidity from 35% - 45%. Frequent or extreme fluctuations in temperature and humidity can accelerate the deterioration of disks and tapes.

2.6.2Media Controls

A. Agencies shall:

1. Avoid using removable data storage devices (CDs, thumb drives, flash drives) for the exclusive storage of long-term or permanent records;

2. Back up electronic records on a regular basis to protect against loss of information due to equipment malfunctions or human error;

3. Maintain duplicate copies in environmentally-controlled storage areas separate from their original location;

4. Annually test a statistical sample of magnetic computer tapes and disks to identify any loss of data and to discover and correct the causes of data loss;

5. Copy all long-term or permanent electronic records before the media are 10 years old to tested and verified new media, verifying that the media is free of permanent errors;

6. Keep disks and tape drives clean;

7. Keep disks and tapes away from strong electrical or magnetic fields, including telephones; and

8. Not allow unauthorized persons access to computers, tapes, disks, and documents.

100 R.I. Code R. 100-RICR-50-00-2.6

Adopted effective 5/14/2024