Procedures For The Reproduction And Storage Of Records

(1) Once a record has been created, it can be reproduced in a different medium depending on the storage and original medium of the record. (2) Unless otherwise required by rules, or applicable federal and state laws, if a record has been reproduced in a different medium, and both mediums have been authorized by the applicable RDA, the agency does not have to maintain the original record in its original medium. (3) In addition to maintaining records in accordance with the amount of time contained in the applicable RDA, agencies shall ensure that records are stored in a secure environment in a manner that ensures accessibility, verifiability and accuracy. (4) Each agency is responsible for ensuring the integrity of its records. Records must be stored in a format that will ensure that the content of the record is maintained for the required retention period as established by the RDA. Also, agencies must ensure records formats are RULES OF PUBLIC RECORDS COMMISSION CHAPTER 1210-01 regularly reviewed and migrated. Agencies must utilize proper secure storage infrastructure, processes and operational practices suitable for records management. (5) Any media, digital or non-digital, containing records must be protected if transported outside of secured areas to guard against unauthorized access to or manipulation of records.