Mississippi Administrative Code › Title 16 - History, Humanities and Arts › Part 2 - Archives and Records Services Division › Chapter 11 - Policy on Reformatting Public Records of Archival and Enduring Value › Rule 16-2-11.1

Current through June 25, 2024
In accordance with §
									25-59-9,
				  §
									25-59-29,
				  and §
									25-60-1
				  of the
Mississippi Code of 1972, Annotated
, as amended, the
				  Mississippi Department of Archives and History (MDAH) maintains a list of
				  standards required for the reproduction of public records when using digital
				  imaging and microfilming systems. By setting these standards, MDAH seeks to
				  ensure that public records maintained only in microform or digital image
				  formats will remain accessible to the public or custodian for the full period
				  that the records must be retained. The standards are applicable to all
				  custodians of public records (as defined in §
									25-59-3,
MCA 1972
) including state agencies, counties, municipalities,
				  school districts, and other entities of the state of Mississippi. Adherence to
				  the standards is required when reformatting records which have been determined
				  by the State Records Committee or Local Government Records Committee to have
				  either permanent archival value or enduring value to the custodian; which have
				  been so designated on an approved records control schedule; and which will be
				  destroyed after they are reformatted. Records of enduring value are those
				  records which, although not permanent or archival, an entity determines need to
				  be retained for a period of time after the records become inactive. Custodians
				  of public records may destroy the original records from which the reproductions
				  have been made, or any part of them, provided that:
A. the records are of no value to the agency
				concerned;
B. MDAH certifies that
				the records may be destroyed through the provisions of retention schedules
				approved by the State Records Committee or Local Government Records Committee;
				and
C. the records reformatted and
				approved for destruction are reported to MDAH in such manner as it may direct.
If an agency or local government has an imaging application
				  that requires adoption of technical standards that are not in compliance with
				  these standards, it is not the intention of MDAH to impose standards that will
				  reduce the intended benefits of the application, provided demonstrated,
				  responsible steps have been taken to insure the future migration of the images
				  in accordance with retention requirements. In such cases, the agency or local
				  government should request to work with MDAH to develop alternative systems. The
				  use of an alternative system should be considered exceptional. MDAH will not
				  approve disposal of original records unless it is fully confident that all
				  measures insuring future migration of data are in place.
In addition, custodians of public records are advised to
				  follow the Department's recommended practices for digitizing public records.
				  These guidelines, which specify recommended practices of system management and
				  operation that will help ensure long-term accessibility to the reformatted
				  records, cover the areas of documentation, quality control, indexing,
				  migration, back-up/disaster recovery/security, expungement/redaction/encryption
				  capabilities, legality, and system selection.
Image Reproduction Policy. REPEALED. Effective
				  10/16/2009.
Use Fee Policy. REPEALED. Effective
				  10/16/2009.
Reference Rules. REPEALED. Effective
				  10/16/2009.
General Regulations, Photograph Reproduction Policy
				  & Use Fee Policy for Eudora Welty Collection. REPEALED.
				  10/16/2009.
Offsite Storage of Inactive Records of Local
				  Governmental Entities. REPEALED. Effective 01/15/2010.
State Records Committee Rules and Procedures. REPEALED.
				  Effective 01/15/2010.
Local Government Records Committee Rules and
				  Procedures. REPEALED. Effective 01/15/2010.
Certification of Local Government Archives. REPEALED.
				  Effective 01/15/2010.
Film Usage Policy. REPEALED. Effective
				  10/16/2009.
Reproduction of records of archival or enduring value,
				  storage of copies; and destruction of originals. REPEALED. Effective
				  10/16/2009.
Policy on the Reproduction of Archival Materials.
				  REPEALED. Effective 10/16/2009.
Regulations Department of Archives and History Search
				  Room. REPEALED. Effective 10/16/2009.
Certified Copies. REPEALED. Effective
				  10/16/2009.
Fee Schedule for services provided by the Records
				  Management Division. REPEALED. Effective 10/16/2009.
Public Records: Standard Management of Electronic
				  Records. REPEALED. 10/16/2009.
Official Records Archival Micrographics Unit Procedure
				  Manual. REPEALED. 10/16/2009.
Newspaper Collection and Preservation Policy. REPEALED.
				  10/16/2009.
Library Rules Amendment: Five year (instead of two)
				  time limit on researchers cards. REPEALED. 10/16/2009.
Miss. Code Ann.
				  §§
										25-59-9,
				  25-59-29,
				  25-60-1,
				  and
				  25-59-3
				  (1972, as amended).