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(a) P.L. 1994, c.140, 4 (N.J.S. 47:3-26 as Amended) et al. mandates that the Division, with the approval of the State Records Committee as established by P.L. 1953, c.410, 6 (N.J.S. 47:3-20), shall formulate standards, procedures and rules for \"data processing and image processing of public records and for the preservation, examination and use of such records,\" including storage of magnetic media and other electronic records.(b) This section is intended for use in conjunction with the following referenced national and international standards as Amended and supplemented, incorporated herein by reference. The standards cited in this subsection are available from the American National standards Institute (ANSI) or other standards-setting organizations as cited in N.J.A.C. 15:3-6.2. They are also available for inspection at the Division of Archives and Records Management2300 Stuyvesant AvenueTrenton, New Jersey per the provisions of N.J.A.C. 15:3-4.7(f).1. ANSI X3.39-1986. Recorded Magnetic Tape for Information Interchange (1600 CPI, PE);2. ANSI X3.54-1986. Recorded Magnetic Tape for Information Interchange (6250 CPI, Group Coded Recording);3. ANSI X3.180-1990. (R1996) Magnetic Tape and Cartridge for Information Interchange 18-Track, Parallel, 12.65 mm (112 in) 1491 cpmm (37 981 cpi) Group Coded Recording;4. ANSI/NAPM IT9.23-1996. Imaging Materials--Polyester Based Tape--Storage;5. CPA/NML 1995. Magnetic Tape Storage and Handling: A Guide for Libraries and Archives;6. Executive Order 12906 of April 11, 1994 (3 CFR, 1995 Comp., p. 882). Federal Geographic Data Committee--Content standards for Digital Geospatial Metadata; and7. FIPS 173-1. Spatial Data Transfer Stanarcd (SDTS)(DOI/USGS Specs.)--94 June 10.(c) All public records on electronic recording media shall be stored and maintained in compliance with all appropriate standards, rules and guidelines for storage of electronic records promulgated in this section or incorporated herein by reference, as Amended and supplemented, including:1. Agencies shall maintain all medium-term or permanent and long-term backup or security copies of public records on electronic recording media in a storage facility with constant, controlled environmental conditions per standards promulgated for particular types of records media within this rule. If more than one type of media is stored in a storage facility, the most restrictive standards for temperature and humidity shall apply, if applicable, unless the facility contains areas capable of maintaining separate environmental controls appropriate for different media.2. Agencies shall annually read a statistical sample of all electronic media containing long-term or permanent records to identify any loss of information and to discover and correct the cause of data loss.3. To safeguard against the loss of information due to equipment malfunctions or human error, agencies shall backup and refresh electronic records on a routine schedule, established and maintained by agencies, as appropriate.4. Duplicate backup or security copies of medium-term or permanent and long- term records shall be maintained in appropriate storage located in buildings separate and at an appropriate distance from the office or other location where the records are normally used.5. Agencies shall prohibit smoking, eating, or other activities that would produce contaminants in any electronic media storage libraries or other records storage facilities, including test or evaluation areas.6. Agencies shall ensure that all authorized users can identify, access and retrieve information stored on diskettes, removable disks, tapes, optical disks, or other electronic recording media used to store mediumterm or permanent and long-term records by establishing and implementing procedures for external labeling(or the equivalent for automated management systems) of the contents of such recording media. External labels, or their equivalent, shall provide unique identification for each storage media, including:i. The name of the organizational unit responsible for the data;ii. System title, including the version number of the application;iii. Special security requirements or restrictions on access, if any; andiv. Software in use at the time of creation.7. Adequate documentation and information shall be maintained for all public records designated for medium-term or permanent and long-term records retention and storage on electronic recording media.Such documentation shall include:i. The file title;ii. The dates of creation;iii. The dates of coverage;iv. The recording density;v. The type of internal labels;vi. The volume serial number, if applicable;vii. The number of tracks;viii. Character code/software dependency;ix. Information about block size; andx. The sequence number, if the file is part of a multi-media set.8. Agencies shall establish policies and procedures to ensure that electronic records and their documentation are retained as long as needed for their continuing administrative, legal or historical value. These records retention policies and procedures shall include provisions for:i. Scheduling the retention and disposition of all electronic records and related documentation, code books, indexes or other information necessary to access the records, in accordance with the provisions of the Destruction of Public Records Law (1953), P.L. 1953, c.410 (N.J.S. 47:3-15 et seq.) and N.J.A.C. 15:3,Records Retention promulgated by the Division and the State Records Committee;ii. Transferring custody of electronic records and related documentation to the State Archives per P.L. 1920, c.46, 7, (N.J.S. 47:2-7) at an appropriate time per:(1) Records retention schedule, as specified under guidelines, rules, and regulations promulgated by the Division of Archives and Records Management concerning appraisal, transfer, accessioning and storage of public records, including N.J.A.C. 15:3, Records Retention.(2) P.L. 1920, c.46, 4, (N.J.S. 47:2-3) and the provisions of N.J.A.C. 15:3-2.6, if any county, municipality, or public agency, body, board, or institution or society has or may become extinct.(3) Mutual agreement between the agency and the State Archives, as appropriate;iii. Establishing internal procedures for regular recopying, reformatting, and other necessary maintenance to ensure the retention and usability of the electronic records throughout their authorized life cycle;
(e) The following apply to storage and maintenance of floppy disks:1. Floppy disks shall not be used for long-term or permanent storage of public records.2. Use of floppy records for public records shall be limited to temporary storage and maintenance.3. To avoid potential damage or loss of records stored and maintained on floppy disks, an additional backup copy of the disk should be created and stored in a location separate from the location where the records are normally used.4. Disks shall be stored vertically in stanarcd storage containers.5. Disks shall be kept away from strong magnetic or other electrical fields which can demagnetize or degrade the disks. Disks shall not be stored near a computer, printer or other electronic equipment or appliances.6. Agencies shall ensure that access to public records stored and maintained on floppy disks remain accessible for the retention period established for the records.i. Agencies shall ensure that access is not lost because of deterioration of the disks or changing technology by updating or converting data on floppy disks to the agency's current hardware and software or to an alternate records storage media.ii. Costs of conversion may be saved if an agency can determine that the authorized disposition period of such public records has been exceeded and may be scheduled for destruction per P.L. 1953, c.140 (N.J.S. 47:3-15) as Amended.(f) The following apply to storage of optical disks:1. Optical disks vary widely in their physical make-up and recording technologies. Environmental conditions for storage and maintenance of optical disks used for storage of public records shall be established and maintained per ISO 18925:2002, Imaging Materials--Optical Disc Media--Storage Practices, incorporatedherein by reference, as Amended and supplemented, unless other storage standards based on manufacturers specifications, are recommended.2. In general, storage temperatures for compact disks (CDs) and other optical disks shall not be any warmer than 25 degrees Celsius (77 degrees Fahrenheit) when long-term storage is desired. Cooler temperatures down to 10 degrees