New York Codes, Rules and Regulations › Title 16 - DEPARTMENT OF PUBLIC SERVICE › Chapter VI - TELEPHONE AND TELEGRAPH CORPORATIONS › Subchapter D - Records; Reports › Part 651 - Preservation Of Records › Section 651.5 - Definition of record media

Current through Register Vol. 46, No. 28, July 10, 2024
(a) For the purpose
				  of this Part, the data constituting the records listed in the schedule of
				  records and periods of retention may be retained in any of the media forms in
				  Figure 1 of this subdivision, or in any other generally accepted electronic or
				  photographic media form, provided that the media selected has a standard life
				  expectancy equal to or in excess of the specified retention period. However,
				  records supporting plant cost shall be retained in their original form unless
				  microfilmed. (See section
				  651.11  of this Part for periods of
				  retention.) In no instance will media regeneration to achieve the full length
				  of period retention be allowed without commission approval of the request of
				  the company, which approval will be based on the condition of the record and
				  its projected life expectancy. In emergency cases management shall take such
				  action as prudence calls for and notify the commission thereafter.
FIGURE 1-RECORD MEDIA
Record media/form
Media expected life
Comments and
								  standards
1. Paper & card stock (hardcopy)
Archival permanency
For each document, paper stock should be selected
								with a life expectancy equal to or greater than the retention period specified
								for that document.
2. Tape magnetic (including video tape)
5 years
Assumes storage in a controlled environment with a
								temperature and humidity range of 60-80 degrees F and 40-60% respectively. (See
								section 651.8  for specific storage
								conditions).
Punched
Archival permanency
For each record, tape media (paper, mylar, metallic
								base) should be selected with a life expectancy equal to, or greater than, the
								retention period specified for that record.
3. Microforms
a. Microfilm including Computer Output Microfilm
								(COM) microfiche jackets and aperture cards
Archival permanency
Assumes processing to standards and storage in a
								controlled environment with a temperature and humidity range of 35-77 degrees F
								and 20-50% respectively. Ref. American National Standards Institute (ANSI)
								standards ANSI/NAPM IT9.1-1992 and ANSI IT9.11-1991.
b. Updatable type
Dependent on use of Media
For temporary records not requiring archival
								permanency so long as the microform or film selected has a life expectancy
								equal to, or greater than, the retention period for that record. Same storage
								conditions as for microfilm.
c. Metallic recording data strips
Archival permanency
Same storage conditions as for microfilm.
(b) If the media form of the record retained
				  is other than a readable paper copy, then reader and/or printer equipment and
				  related printout programs, if required, shall be provided by the utility for
				  data reference.
(c) The media form
				  initially selected for the record becomes the "original" for that particular
				  record. If subsequent conditions (
e.g.,
improved media life
				  expectancy, increased utility resources, environmental factors) require and the
				  remaining retention period permits a change in the media forms, the utility may
				  convert to another media, provided the certification processes described in
				  section 651.6  of this Part are observed
				  and data referencing capability is maintained.