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HomeMy WebLinkAboutItem 13 Digital Imaging as Originals Policy AGENDA ITEM SUMMARY Meeting Date: Meeting Type: Department: Staff Contact: S P R I N G FIE L D Staff Phone No: C I T Y C 0 U N C I L Estimated Time: ITEM TITLE: DIGITAL IMAGING AS ORIGINALS POLICY January 22, 2008 Regular Meeting CMO Amy Sowa ()A 726-3700 Consent Calendar ACTION REQUESTED: Approve/not approve the Digital Imaging as Originals Policy and authorize the City Manager to implement the policy. ISSUE STATEMENT: Original documents are currently required to be maintained in paper copies or on microfilm. To allow digitally scanned documents to be considered as originals, a policy must be set forth by the City which includes a data migration plan to insure scanned documents that are deemed originals will not lose their integrity. ATTACHMENTS: 1. Digital Imaging as Originals Policy 2. Data Migration Policy 3. Digital Images Document Index Form DISCUSSION/ FINANCIAL IMPACT: Over the last couple of years, the City has begun scanning documents into a digital imaging system (currently LaserFiche) to allow better access and more efficient use and retrieval of City documents. Another advantage to having documents scanned into a digital system is the ability to free up file storage space by maintaining documents electronically. The State Archivist directed that a policy be put in place to authorize the use of. digital images as originals. The attached policy meets that requirement and allows certain documents that have been scanned into a digital imaging system to be considered originals for the purpose of retention and inspection of those records. This policy covers documents with a City retention period of up to 99 years. Records with a retention period of 100+ years and permanent records must still be maintained on paper or microfilm. DRAFT City of Springfield Digital Imaging as Originals Policy Originated: January 22,2008 Approved by: Gino Grimaldi, City Manager: Date: I. Purpose To identify which public records scanned into the LaserFi.che digital imaging system can be considered originals and to set forth a migration process for records with a retention schedule of between 10 and 99 years. ll. Policy In accordance with ORS 192.420 the City of Springfield maintains all public records and makes accessible to the public any nonexempt public record. Also, in accordance with ORS 192.050, with approval of the proper budgetary authority, all records captured by a digital imaging system shall be deemed an original; and a transcript, exemplification or certified copy of any such reproduction shall be deemed a transcript, exemplification or certified copy of the original. The State Archivist directed that a policy be put in place to authorize the use of digital images as originals. The following policy allows certain documents that have been scanned into a digital imaging system to be considered originals for the purpose of retention and inspection of those records. · Public Records with a retention schedule of lO years or less will be considered to be the original once scanned and later verified that the image was actually captured into the current citywide digital imaging system *. · Public records with a retention schedule of 10 to 99 years will be considered to be the original once scanned and later verified that the image was actually captured into the current citywide digital imaging system with the understanding that the City of Springfield must have in writing a migration plan indicating how we will move the information in the current citywide digital imaging system, to new software and/or hardware without loss of information. The City will also migrate any images and/or information stored on cd, dvd, tape or other output devices once every 10 years or 1 year prior to vendor claim to playback stability, whichever is shorter. · Public records with a permanent retention schedule or a retention schedule of more than 99 years may be imaged but must also be retained in paper or microfilm format. * Migration plan: All documents with a retention schedule of more than 10 years, but less than 99 years, shall be documented and filed as specified by the City Recorder. The documentation shall include: · Date the document is scanned into the current citywide digital imaging system · Retention period of the original document · Date the document's retention schedule ends · The header label used in the system In accordance with OAR 166-0 17-0050(2)(d) digital imaging system storage media shall be inspected annually. This inspection will be done by the Information Technology Department to determine whether or not the digital image needs to be transferred to another medium. If it is determined that the record must be transferred to another medium, the contents of the entire document must be intact and unchanged. * The current citywide digital imaging system will be the system implemented by the Information Technology Department A TT ACHMENT 1 ADMINISTRA TIVE SERVICES DEPARTMENT FINANCIAL MANAGEMENT HUMAN RESOURCES INFORMA TlON TECHNOLOGY 225 FIFTH STREET SPRINGFIELD, OR 97477 (541)736-1025 Information Technology Data Migration Policy December 6, 2007 It is the policy of the City of Springfield, Oregon that all electronic data will be preserved as required by Oregon Public Records and Archiving statutes. In support of this policy goal, all digital data is maintained online on magnetic hard disk drives. These drives are backed up to tape on a regular basis, in order to ensure the integrity of the data store. Multiple instances of tape backup data are maintained off-site for up to one year or more. City servers utilize RAID-5 storage arrays, which protects data from single point of failures on the magnetic disk hardware. The City utilizes an AIT-5 tape library system with multiple drives, which insures that data is successfully backed up on schedule. The City does not utilize any optical drives, removable media, thumb drives, jump drives, CD-ROM or DVD media for long-term data storage or for archival purposes. The City periodically refreshes its library ofAIT backup tapes. The City has created an online electronic data repository for storing TIFF images of documents and photographs. This image repository is one of the most critical data stores maintained by the City. These images are stored on industry-standard servers, backed up to industry-standard magnetic tape, and the image format itself is an industry-standard TIFF image. Existing City scanning practices and hardware capabilities meet or exceed published OAR 200dpi resolution requirements. NTFS level security practices protect the TIFF images from manipulation or erasure. SQL-Server security protects the metadata from corruption or manipulation. Off-site redundant tape backups protect the image repository from catastrophic water or fire damage. When current server technology eventually becomes obsolete, the City will migrate the entire electronic image repository to the replacement technology. The City will never allow this critical image repository to lapse or become "stale" technically. A TT ACHMENT 2 Laser Fiche Document Index I I >1 ~ ~. > (") . ~. , i: .tz:l :z: ~ )~ I Scanned. Date Hard . Retention Date Retention Schedule Name of Document Header Label/Department Document Document Copy Period Destruction Scanned Verified -Name Destroyed * Date , " * The hard copy cannot be destroyed until the scanned version has been verified and documented. The Laserfiche Document Management System utilizes industry standard Microsoft SQL-Server technology to manage standard electronic TIFF image documents. Within the City of Springfield both the organizing database structure and the actual image files themselves are carefully preserved on multiple copies of magnetic media, to safeguard the original electronic images. Tape backups are preserved off-site, to protect against data loss in the event of a catastrophic disaster befalling the data center. Because the images and underlying database are stored on standard database server formats, and not on specific optical media, there will never be a problem with obsolescence of specific drive types, media form factors, or specific pieces of hardware. The Laserfiche Document Management System will be continuously maintained by the Information Technology Department as a critical and permanent City resource.