Florida Administrative Code › 1 - DEPARTMENT OF STATE › 1B - Division of Library and Information Services › Chapter 1B-26 - RECORDS MANAGEMENT - STANDARDS AND REQUIREMENTS › Section 1B-26.003 - Electronic Recordkeeping

Current through Reg. 50, No. 138; July 16, 2024
(1) These rules
				provide standards for record copies of public records which reside in
				electronic form. These requirements must be incorporated in the system design
				and implementation of new systems and enhancements to existing systems in which
				electronic records reside. Public records are those as defined by Section
				 119.011(12),
				F.S.
(2) These rules are applicable
				to all agencies as defined by Section
				 119.011(2),
				F.S., and establish minimum requirements for the creation, utilization,
				maintenance, retention, preservation, storage and disposition of electronic
				record copies, regardless of the media.
(3) Electronic recordkeeping systems and
				practices in use at the effective date of this rule that are not in compliance
				with the requirements of this rule may be used until the systems or practices
				are replaced or upgraded. New and upgraded electronic recordkeeping systems and
				practices created or implemented after the effective date of this rule shall
				comply with the requirements contained herein. If an agency cannot practicably
				achieve compliance with this section in relation to an upgraded system, the
				agency shall document the reason why it cannot do so.
(4) For the purpose of these rules:
(a) "Checksum" means a hashing algorithm or
				procedure for checking that electronic records have not been altered by
				transforming a string of characters into a usually shorter fixed-length "hash
				value" or key that represents the original string.
(b) "Database" means an organized collection
				of automated information.
(c)
				"Database management system" means a set of software programs that controls the
				organization, storage and retrieval of data (fields, records and files) in a
				database. It also controls the security and integrity of the
				database.
(d) "Digital signature"
				means a type of electronic signature (any letters, characters, or symbols
				executed with an intent to authenticate) that can be used to authenticate the
				identity of the sender of a message or the signer of a document and to ensure
				that the original content of the message or document that has been sent is
				unchanged. Digital signatures can be created through checksums.
(e) "Electronic record" means any information
				that is recorded in machine readable form.
(f) "Electronic recordkeeping system" means
				an automated information system for the organized collection, processing,
				transmission and dissemination of information in accordance with defined
				procedures.
(g) "Logical access
				controls" means those administrative controls and permissions allowing or
				limiting user access to a system's records and resources.
(h) "Metadata" means structured or
				semi-structured data about records that enables identification, access, use,
				understanding and preservation of those records over time.
(i) "System design" means the design of the
				nature and content of input, files, procedures and output, and their
				interrelationships.
(j) "Permanent
				or long-term records" means any public records as defined by Section
				 119.011(12),
				F.S., which have an established retention period of more than 10
				years.
(k) "PPI" means pixels per
				inch and is the measurement of digital pixels on a screen or file.
(l) "Record copy" means public records
				specifically designated by the custodian as the official record.
(m) "Geographic information system" means a
				computer system for capturing, storing, checking, integrating, manipulating,
				analyzing and displaying data related to positions on the Earth's
				surface.
(n) "Open format" means a
				data format that is defined in complete detail, allows transformation of the
				data to other formats without loss of information, and is open and available to
				the public free of legal restrictions on use.
(o) "Unicode" means the universal character
				encoding standard maintained by the Unicode Consortium, providing the basis for
				processing, storage, and interchange of text data in any language in all modern
				software and information technology protocols.