Download - Technology & Public Records
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Technology & Public Records
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Photographic reproductions or reproductions through electronic recordkeeping systems…shall in all cases and in all courts and places be admitted and received as evidence with a like force and effect as the original would be….
Photographic & Electronic Copies
Section 92.29, F.S
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Rule 1B-26.0021, F.A.C.
Microfilm and MicrographicsRecords Storage and
Preservation Solutions
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What to Microfilm?
A record series is a good candidate for microfilming if:
• it has a long-term retention (10 years or longer);
• it is inactive or infrequently referenced;
• it consists of a large volume of records
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Why Microfilm? Conservation of space
Protection of vital records
Proven durability and file integrity
Easy storage and readability
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Considerations for Microfilming
Expense (more than just filming)
Stringent technical quality standards for products and laboratories
Need for reader or reader/printer
User resistance
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Legal Requirements Use safety-base permanent film for long-term
permanent records.
Master (silver) preservation copy is not used for reference work.
Use acid free boxes for storage.
Store master (silver) preservation copy in climate-controlled environment, and inspect regularly.
Rule 1B-26.0021, F.A.C.
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Legal Requirements
Determine if vendors offer services to ensure records are filmed in accordance to Rule 1B-26.0021, F.A.C.
Rule 1B-26.0021, F.A.C. provides the minimum standards for
microfilming public records
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Electronic Records
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Electronic Records and Systems
“Electronic record” means any information that is recorded in machine readable form.
1B-26.003(5)(d), F.A.C.
“Electronic recordkeeping system” means an automated information system for the organized collection, processing, transmission, and dissemination of information in accordance with defined procedures.
Rule 1B-26.003(5)(e), F.A.C.
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Chapter 1B-26.003, F.A.C.Electronic Recordkeeping
• These rules are applicable to all agencies as defined by Section 119.011(2), F.S.
• These rules establish minimum requirements for the creation, utilization, maintenance, retention, preservation, storage and disposition of record (master) copies, regardless of the media
Rule 1B-26.003 has been in effect since August 1992. It was revised in May 2003.
Rule 1B-26.003(3)(a)1-2, F.A.C.
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Electronic Records
• Electronic records include numeric, graphic, sound, video, and textual information which is recorded or transmitted in analog or digital form
• These rules apply to all electronic recordkeeping systems, including, but not limited to, microcomputers, minicomputers, main-frame computers, and image recording systems (regardless of storage media) in network or stand-alone configurations
Rule 1B-26.003(3)(a)3-4, F.A.C.
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Advantages: Reduced physical storage space
Multiple user access
Quick retrieval time and easy reproduction
Legally accepted recordkeeping practice (Section 92.29, F.S.)
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Public access to records regardless of the electronic record format Security and integrity of records Preservation and storage of records
Rule 1B-26.003, F.A.C.
Agencies must provide:
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Records must be authentic
Records must be found without undue effort
Formal Recordkeeping Practices Apply
Records must be available over entire required retention period
Records need to be created as part of normal record making process at or near the time of the event, action, or decision
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Media Migration Planned periodic transfer of digital information from one hardware/software configuration to another
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Media Migration Needed to preserve integrity and accessibility of digital objects
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Media Migration
Reduces the risk of lost information
Requires FUNDING - an annual maintenance cost should be planned as recurring budget item
Migrate as needed to prevent loss
Requires testing at least every 10 years
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Records Management and Information Technology
• Records Managers should work in conjunction with Information Technology staff
• Records Managers and Information Technology staff need to have a complete understanding of Chapter 119, F.S., and Rule 1B-26.003, F.A.C., and incorporate standards into the agency’s records management practices
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• Policies should reflect public access as described in Chapter 119, F.S.• A security system design that will protect the integrity of records and provide for authorized access
• A written long range plan that provides for maintenance and migration
Planning Considerations
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What is E-Mail?
An electronic means of communication in which:• information is transmitted electronically
(including graphics and/or audio information) • operations include sending, processing,
receiving, and storing information• users are allowed to communicate under
specified conditions• messages are held in storage until called for by
the addressee
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E-mail AttachmentsMost e-mail software permits the attachment of separate electronic files, e.g., word processor files, graphic files, audio files.
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Advantages of E-Mail
Message can be very detailed
Rapid transmittal of information and the ability to respond quickly
Eliminates telephone tag
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Disadvantages of E-Mail
Decreased security
Retention requirements for e-mail are often misunderstood
Improprieties and lapsesin good judgment are costly
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When is E-Mail a Public Record?When it is prepared and transmitted in connection with official agency business.
Florida Statutes
When information is intended to perpetuate, communicate, or formalize knowledge.
Florida Supreme Court
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Examples of Electronic Mail as a Public Record
Policies and Directives
Correspondence and Memos
Agendas and Minutes
Drafts that are Circulated for Comment and Approval
Schedules, Calendars
Budgets
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Examples of Electronic Mail That is Not a Public Record
• “Where do you want to go to lunch today?”• “Did you watch American Idol last night?”• “Due to a security breach at our institution,
please send us all of your bank account and credit card numbers.”
• “You have just won the nonexistent European Union lottery that you did not enter! Please provide your bank account number.”
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Electronic Mail as a Public Record
E-mail messages are potentially official government records, so you should plan for e-mail as part of your electronic records management strategy.
The medium is irrelevant.
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• The content of the message determines whether it is a public record or not
Electronic Mail as a Public Record
• The content determines how long the message needs to be retained
• The content determines to which record series the message belongs
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How is E-Mail Scheduled?
• It should be evaluated for content and filed accordingly
• It should be retained in accordance with approved records schedules
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Transitory Messages
Retention:
Item #146 in GS1-SL General Schedule
Retain until obsolete, superseded or administrative value is lost.
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What is a “Transitory Message?”
Does not set policy, establish guidelines or procedures, or become a receipt
An informal communication of information
Does not perpetuate or formalize knowledge
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Examples of a “Transitory Message”
• “There will be a staff meeting at 3:00 p.m. on Monday.”
• “The e-mail server will be down from 5:30 p.m. to 8:00 p.m. this evening.”
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E-Mail Best Practices
• Create policy and procedures• Train all employees and adopt into new hire
training• Establish a secure filing system for official
records• Schedule and dispose of records
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For assistance, please call:Tim Few at (850) [email protected]
Candice Odom at (850) [email protected]
Vincent Edwards at (850) [email protected]
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State Library and Archives of Florida
The Basics of Records Management
R.A. Gray Building500 South Bronough Street, 2nd Floor – Tallahassee, FL – 32399-0250
(850) 245-6600 – Suncom 205-6600 – Fax (850) 245-6643http://dlis.dos.state.fl.us/RecordsManagers/