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The Oregon Administrative Rules contain OARs filed through October 15, 2014
 
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SECRETARY OF STATE, ARCHIVES DIVISION

 

DIVISION 17

DIGITAL IMAGING

166-017-0010

Definitions

In addition to the definitions contained in OAR 166-005-0010, the following definitions apply to this division:

(1) "Records Officer" -- Refers to the person designated by a state agency or political subdivision in accordance with ORS 192.105(2)(a).

(2) "AIIM" -- Association for Information and Image Management.

(3) "ANSI" -- American National Standards Institute.

(4) "CCITT" -- Consultative Committee on International Telegraphy and Telephones.

(5) "Digital Imaging System" means a system (including people, machines, methods of organization, and procedures) which provides input, storage, processing, communications, output, and control functions for digitized representations of original public records.

(6) "DPI" -- Dots per inch; refers to the number of pixels contained in a linear inch.

(7) "Fax or Facsimile" -- A process by which a document is scanned, converted into electrical signals, transmitted and recorded or displayed as a copy of the original.

(8) "Header Label" -- A set of information associated with a specific digital image which assist system software in retrieving images.

(9) "JPEG" -- Joint Photographic Experts Group.

(10) "Long Term Storage" -- Storage which is used for information which has a life-expectancy of 15 years or more.

(11) "Pixel" -- The smallest display element on a video screen or the smallest element in a grid which is placed over a page of text or graphics.

(12) "Scheduled Retention Period" means the length of time a public record must be retained as authorized by a general or special retention schedule.

(13) "WORM" -- Write once, read many; refers to a type of optical disk which cannot be erased or amended.

Stat. Auth.: ORS 192.050, 192.060 & 192.105
Stats. Implemented: 357.825(2), 357.855 & 357.895
Hist.: OSA 2-1994, f. 1-28-94, cert. ef. 4-1-94

166-017-0020

System Documentation

All digital imaging systems that store digitized public records with a retention period of ten years or more shall have system documentation on file with the agency records officer. This documentation shall include a narrative description of the digital imaging system; the retention period of the original records; the header label used in the system; and an estimate of the life expectancy of the digital imaging system. If the life expectancy of the system is less than the retention period of the records it stores, system documentation shall also include a description of how access to digital images of records will be maintained.

Stat. Auth.: ORS 192.050, ORS 192.060 & 192.105
Stats. Implemented: ORS 357.825(2), 357.855 & 357.895
Hist.: OSA 2-1994, f. 1-28-94, cert. ef. 4-1-94

166-017-0030

Image Quality

Digitized documents shall be verified after digitization. Documentation describing each inspection shall be maintained for each digital imaging system and shall include the date of inspection, name of inspector(s), group of documents inspected, and sample size (if applicable). Scanner quality control procedures shall conform to ANSI/AIIM MS44-1988, Recommended Practice for Quality Control of Image Scanners, which is incorporated by reference and is available from Association for Information and Image Management, 1100 Wayne Avenue, Suite 1100, Silver Spring, MD 20910. In addition, the following standards apply to digital images:

(1) Office documents containing fonts no smaller than six-point shall be scanned at a minimum density of 200 dpi. Documents containing fonts smaller than six-point, architectural and engineering drawings, maps, and line art shall be scanned at a minimum density of 300 dpi.

(2) If documents are digitized using fax technology, the fax mechanism must be capable of transmitting and receiving both 200 and 300 dpi images.

(3) Digitized documents shall support CCITT Group 3 or 4 compression techniques. Digitized photographs and halftone images shall also support or provide a gateway to JPEG compression techniques.

[ED. NOTE: The publication referenced in this rule is available from the agency.]

Stat. Auth.: ORS 192.050, 192.060 & 192.105
Stats. Implemented: 357.825(2), 357.855 & 357.895
Hist.: OSA 2-1994, f. 1-28-94, cert. ef. 4-1-94

166-017-0040

Indexing

All documents in a digital imaging system shall be indexed and retrievable. Document image indexes shall be preserved as long as the document images in the system are maintained.

Stat. Auth.: ORS 192.050, 192.060 & 192.105
Stats. Implemented: ORS 357.825(2), 357.855 & 357.895
Hist.: OSA 2-1994, f. 1-28-94, cert. ef. 4-1-94

166-017-0050

Storage Requirements

(1) The following standards apply to the storage of optical disks containing public records:

(a) Environmental conditions for the operation, maintenance, and storage of digital imaging system equipment and storage media shall meet or exceed manufacturers' specifications;

(b) Digital imaging system equipment shall be maintained in proper working condition. Manufacturers' guidelines for preventive maintenance shall be followed and defective equipment shall not be used.

(2) In addition to the standards in section (1) of this rule, the following standards apply to the long-term storage of information on optical disks:

(a) Digital images shall be recorded and stored by means of a technology that does not allow their subsequent revision or replacement;

(b) The optical disk substrate shall be either polycarbonate or tempered glass;

(c) Only optical disks with a 20 year life expectancy based on accelerated aging tests linked to specific disk locations may be used;

(d) Digital imaging system storage media shall be inspected annually. This inspection should include visual examination of the medium and its housing, followed by the retrieval or playback of recorded information. Documentation describing each inspection shall be maintained for each digital imaging system and shall include the date of inspection, name of inspector(s), storage media inspected, and sample size (if applicable).

Stat. Auth.: ORS 192.050, 192.060 & 192.105
Stats. Implemented: ORS 357.825(2), 357.855 & 357.895
Hist.: OSA 2-1994, f. 1-28-94, cert. ef. 4-1-94

166-017-0060

Expungement of Information Stored on WORM Media

Expungement of digital images stored on WORM optical disks shall conform to the Expungement of Information Recorded on Optical Write-Once-Read-Many (WORM) Systems (TR28-1991) which is incorporated by reference and is available from Association of Information and Image Management, 1100 Wayne Avenue, Suite 1100, Silver Spring, MD 20910.

[ED. NOTE: The publication referenced in this rule is available from the agency.]

Stat. Auth.: ORS 192.050, 192.060 & 192.105
Stats. Implemented: ORS 357.825(2), 357.855 & 357.895
Hist.: OSA 2-1994, f. 1-28-94, cert. ef. 4-1-94

166-017-0070

Access

Before any agency acquires or makes a major modification to any digital imaging system, equipment or software to store or retrieve public records, it shall assure that such proposed system, equipment or software adequately provides for the rights of the public to access and copy public records under ORS 192.410 to 192.505:

(1) Agencies shall not enter into contracts with any person or entity if the contract will impair the right of the public under state law to inspect or copy the agency's nonexempt public records existing online in, or stored on a device or media in connection with a digital imaging system owned, leased or otherwise used by an agency in the course of its governmental functions.

(2) Digital imaging systems shall use non-proprietary header labels if they are intended to store long-term information. If a digital imaging system uses proprietary header labels, the system must be able to read images with non-proprietary header labels and produce images with non-proprietary header labels.

Stat. Auth.: ORS 192.050, 192.060 & 192.105
Stats. Implemented: ORS 357.825(2), 357.855 & 357.895
Hist.: OSA 2-1994, f. 1-28-94, cert. ef. 4-1-94

166-017-0080

Retention

(1) Public records with a scheduled retention period of less than 100 years may be stored on optical disks. The original record may be disposed of following verification of acceptable optical image quality. Images stored on optical disks shall be copied onto new optical disks after no more than ten years. Images must be recopied until the retention period of the original public records has been satisfied.

(2) Public records with a scheduled retention period of 100 years or more may be stored on optical disk devices provided that the original records are retained in hard copy or on microfilm for the entire scheduled retention period.

Stat. Auth.: ORS 192.050, ORS 192.060 & 192.105
Stats. Implemented: ORS 357.825(2), 357.855 & 357.895
Hist.: OSA 4-1990, f. & cert. ef. 9-11-90; OSA 2-1994, f. 1-28-94, cert. ef. 4-1-94; Renumbered from 166-030-0080

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