This includes the ability to transfer the records to an archival repository if necessary. Agencies need to ensure that records remain accessible and useable to support the primary purposes for which they were created and any predicted secondary purposes for as long as the records must be legally retained. Records designated as archival must be preserved in an accessible and useable form on a continuing basis by the agency or transferred to the State Archives. A. Accessible Records can be easily retrieved in normal course of all business processes in a timely manner. Records are searchable and retrievable for reference and secondary uses including audits and legal proceedings.
Records are accessible for entire retention period.
B. Exportable Copies of records can be produced and supplied in a useable format for business purposes and all public access requirements. Complete records can be migrated to new system. Related metadata can be migrated to new system. For inactive records, the ability to search and retrieve records may be sufficient.