reglab/statecodes huggingface dataset:
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 3 - STANDARDS FOR MICROFILMING OF PUBLIC RECORDS › Section 15:3-3.11 - Microfilm created from digital images; certification, approval

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Pursuant to the provisions of P.L. 1994, c.140 as implemented in N.J.A.C. 15:3-4, Image Processing of Public Records, and 15:3-5, Certification of Image Processing Systems, any microfilm, produced by any means, that is intended to serve as backup for records in an image processing system established and maintained for the creation, management, or storage of public records in a State or local government agency, must receive approval by the Chief of the Bureau of Micrographics and Alternative Records Storage or the Supervisor of Micrographics and Imaging Services that said microfilm meets all of the standards established in 15:3-3.6, Microfilm standards; replacement of original records, before the system can be submitted for certification by the State Records Committee.
(b) Any image processing system established and maintained for the creation, management, or storage of public records in a State or local government agency must receive the approval of the Chief of the Bureau of Micrographics and Alternative Records Storage, or the Supervisor of Micrographics and Imaging Services, and the Chief of the Bureau of Records Management pursuant to the provisions of P.L. 1994, c.140, and N.J.A.C 15:3-4, Image Processing of Public Records, and 15:3-5, Certification of Image Processing Systems, before the system can be submitted for certification by the State Records Committee.
(c) All microfilm created from digital images and intended for use as public records must be certified per P.L. 1994, c.140, and N.J.A.C 15:3-4, Image Processing of Public Records, and 15:3-5, Certification of Image Processing Systems, and receive the approval of the Chief of the Bureau of Micrographics and Alternative Records Storage, or Supervisor of Micrographic and Imaging Services per the standards and procedures established for microfilm and microfilming of public records established under the provisions in this subchapter.
(d) Any roll of microfilm created from digital images, intended for use as public records, must include all image processing system targets required in 15:3-3.6(b)4  at the beginning and end of said roll of film.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 3 - STANDARDS FOR MICROFILMING OF PUBLIC RECORDS › Section 15:3-3.12 - Duplication of original records after microfilming

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Silver halide film is the only film considered suitable for producing microfilm of archival quality.
1. Silver halide film shall be used when producing copies of the original master negative intended for archival, permanent or long-term storage of public records.
2. Although silver halide microfilm is more expensive than other types of film used for duplicating microforms, it has the additional advantage that both negative and positive copies can be produced.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 3 - STANDARDS FOR MICROFILMING OF PUBLIC RECORDS › Section 15:3-3.13 - Storage of microforms

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Master copies of microfilm and other microimaged records on silver halide film shall be stored and maintained in a records storage facility in conformity with and under conditions established in N.J.AC. N.J.A.C. 15:3-6, Storage of Public Records, that will ensure their preservation for their full retention period.
1. Reference copies or working copies of records on silver halide, dry silver, vesicular or diazo microfilm or other microforms may be used and stored in an ordinary office environment and are not required to be stored or maintained in conformity with and under conditions established in N.J.A.C. 15:3-6, Storage of Public Records. (See definitions of "silver halide film," "dry silver film," "vesicular film" and "diazo film" at 15:3-3.3 ).
2. Microform containing public records with short-term retention periods should under conditions that will ensure their preservation for their full retention period. Agencies may consult Life Expectance (LE) guidelines in ANSI/AIIM standards in 15:3-1.4 for storage conditions that can be used to meet retention requirements.
3. Non-silver copies of microforms shall not be stored in the same storage area as silver halide master copies or duplicate copies due to possible deterioration of silver halide microfilm resulting from offgassing of chemicals from other types of film.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 3 - STANDARDS FOR MICROFILMING OF PUBLIC RECORDS › Section 15:3-3.14 - Transfer of microforms

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Agencies may transfer permanent microform records to the physical custody of the State Records Center with the approval of the Supervisor of Records Storage, provided the microfilm has been certified as conforming to State standards and a records retention schedule has been approved for the records by the State Records Committee. Agencies transferring such microforms to the State Records Center shall:
1. Submit a completed records transmittal form to the State Records Center, unless otherwise instructed; and
2. Include the following information on the transmittal form, or in an attachment to the transmittal:
i. The name of the agency and program component;
ii. The identification number and title of the records series;
iii. The media or format used;
iv. The barcode number or other identifier for each unit of film;
v. The confidentiality of records, if any;
vi. Inclusive dates, names, or other data identifying the records to be included on a unit of film;
vii. Indices or other finding aids that are not contained in the microform; and
viii. Copies of Inspection log forms and inspection reports.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 3 - STANDARDS FOR MICROFILMING OF PUBLIC RECORDS › Section 15:3-3.15 - Disposal of original records after microfilming

Current through Register Vol. 56, No. 14, July 15, 2024
(a) The State Records Committee must approve a records retention schedule and a "Request for Records Disposition Authority" form shall be filed and approved by the Division before any public records, including source documents, can be destroyed.
1. No original records may be destroyed after microfilming unless the agency obtains permission to do so from the Division pursuant 15:3-2.2(a) and (c). A "Request and Authorization for Records Disposal" form, as set forth in 15:3-2.2(f), must be used for this purpose. Signed certification shall accompany the form stating that the listed records have been microfilmed in accordance with the rules and regulations of the subchapter and that with the creation of these microfilm copies, the original records have ceased to have sufficient value to warrant their retention.
2. Authority to destroy the paper records may be withheld when inspection reveals improper photographic exposure, distorted or unreadable microfilm images, or evidence of loss of the integrity of the original files through inadequate identification, lack of proper indexing, or rearrangement of papers in such a manner that their original identity and usability is lost.
3. The Division will not approve the destruction of original records that have intrinsic value, or original records that are scheduled as having permanent long-term retention and that have other characteristics that would limit the usefulness of microform copies for public reference.
4. When an agency intends to retain the silver original microforms of permanent records and destroy the original paper records, the agency must certify in writing that the microform will be stored in compliance with State standards and inspected asrequired by State statutes and rules.
5. Disposal of paper records after microfilming shall be conducted according to procedures established in 15:3-2.2(c), concerning audit of fiscal records, and 15:3-2.2(f), concerning physical destruction of public records.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 3 - STANDARDS FOR MICROFILMING OF PUBLIC RECORDS › Section 15:3-3.16 - Inspection of microforms, micrographics equipment, and procedures in government agencies

Current through Register Vol. 56, No. 14, July 15, 2024
The Chief of the Bureau of Micrographics and Alternative Records Storage or Supervisor of Micrographics and Imaging Services, at their discretion, have the right, pursuant to P.L. 1920, c.46, § 3 (47:2-4 ), pursuant to 15:3-1.4(a)  to unrestricted access to and examination of microforms, micrographics equipment and procedures in any State or local government agency in order to assure that microfilm copies are usable and legible reproductions of the original record, that microfilm reproduction will have the same acceptability and legal status as the original record, and microfilm reproduction continues to meet standards of archival quality.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 3 - STANDARDS FOR MICROFILMING OF PUBLIC RECORDS › Section 15:3-3.17 - Notice of intention to microfilm public records

Current through Register Vol. 56, No. 14, July 15, 2024
If, after considering all relevant factors, a public agency selects a particular record series to be microfilmed, notice shall be given to the Division of Archives and Records Management of such intention, specifying the record series involved. Such notification shall give the Division's technical staff an opportunity to make constructive recommendations concerning the proposed microfilm project and shall insure proper conformance with the State statutes and regulation pertaining thereto.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 4 - IMAGE PROCESSING OF PUBLIC RECORDS › Section 15:3-4.1 - Image processing of public records; purpose

Current through Register Vol. 56, No. 14, July 15, 2024
(a) As promulgated by the Division of Archives and Records Management in the Department of State, with the approval of the State Records Committee as established pursuant to P.L. 1953, c.410 (47:3-20 ), this subchapter sets forth the "standards, procedures and rules for image processing of public records for the preservation, examination and use of such records, including indexing and arrangement thereof," as required by P.L. 1953, c.410 (47:3-26 ) as amended, and P.L. 1994, c.140 (47:1-12 ).
(b)P.L. 1994, c.140 amends Section 12 of P.L. 1953, c.410 (47:3-26 ) and other sections of the New Jersey Statutes to allow the use of image processing systems for keeping public records under the standards, procedures and guidelines established by the Division of Archives and Records Management in the Department of State, with the approval of the State Records Committee.
(c)P.L. 1994, c.140 provides for the replacement of paper records and records on other media with copies of the records in image processing systems, and for the disposal of the original records with the approval of the State Records Committee under certain conditions. The conditions for disposal of original records include conformance with established standards for image processing systems, and any related record retention schedules approved by the State Records Committee, and that disposal is not contrary to other State or Federal statutes or regulations.
(d) The intent of P.L. 1994, c.140 is to ensure the preservation, integrity, and accessibility of public records in image processing systems by the establishment of standards, procedures and guidelines. Furthermore, P.L. 1994, c.140 provides that as long as these standards, procedures and guidelines are followed, image processed documents can be used in evidence in any court or proceeding in New Jersey with the same force and effect as the original public record.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 4 - IMAGE PROCESSING OF PUBLIC RECORDS › Section 15:3-4.3 - Image processing systems

Current through Register Vol. 56, No. 14, July 15, 2024
(a) State and local government agencies planning and procuring automated image processing systems intended to supplement or replace paper recordkeeping systems shall use the guidelines set forth in Electronic Imaging Request for Proposal (RFP) Guidelines (ANSI/AIIM TR27-1996, as amended and supplemented, incorporated herein by reference), for any preliminary system definition, feasibility assessment, procurement specifications, request for proposal (RFP), or formal monitoring of systems, insofar as they do not conflict with rules promulgated by the State Records Committee, or procurement procedures established by their State or local government.
(b) The life expectancy of any optical or magnetic media employed by any image processing system used for keeping of records, inclusive of the life-expectancy rating of the media and system procedures such as back-up regimes, disaster recovery programs and media refresh cycles that are employed to preserve the records involved, shall ensure that the records are accessible and usable throughout their designated retention periods, unless otherwise approved by the State Records Committee under procedures established according to the provisions of
15:3-4.7(e)
.
1. The life expectancy rating of any optical media shall be demonstrated according to criteria established by the National Institute of Standards and Technology in Development of a Testing Methodology to Predict Optical Disk Life Expectancy Values (NIST Special Publication 500-200).
2. Vendors' claims for life expectancy shall be accompanied by detailed specifications of the test parameters.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 4 - IMAGE PROCESSING OF PUBLIC RECORDS › Section 15:3-4.4 - System administration

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Procedures for administering imaging systems, as established under procedures in 15:3-4.7(e), shall include, provision for journaling, logging, backup, and recovery of system components.
(b) Documentation of the use and administration of all imaging systems during the normal course of operation of an agency shall be created and maintained in order to ensure the legal integrity of the system.
(c) A schedule of incremental and complete backups of the system, including indexes and images on optical and magnetic media, shall be established and adhered to according to procedures established in
15:3-4.7(e)
.
1. A regular schedule of backups shall be instituted and performed for all information on the system, including indexes.
2. Backups shall be periodically tested for restoring lost data or reestablishing the system after a system failure.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 4 - IMAGE PROCESSING OF PUBLIC RECORDS › Section 15:3-4.5 - Image storage and retrieval

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Standard file formats and compression methods. Any image processing system used for public records shall support file formats and compression methods that are employed and actively supported by the information technology industry, and that allow for the interchange of documents with other systems. Examples of such formats include single-page Tagged Image File Format (TIFF) with CCITT Group III and/or IV compression, Portable Network Format (PNG) for grayscale or color images, PDF/A (especially for long-term retention (10 years or more), and Open Document Architecture/Open Document Interchange Format (ODA/ODIF) for text.
(b) Image processing systems shall meet an established open system standard architecture, as set forth in
15:3-4.3(g)
, and shall run on hardware, operating systems, and networking systems that are supported on an ongoing basis by the information technology industry.
(c) Preference shall be given to systems built with relational database technology using Structured Query Language (SQL).
(d) Workflow and file folder processing software shall be written in standard, portable programming languages.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 4 - IMAGE PROCESSING OF PUBLIC RECORDS › Section 15:3-4.6 - Scanners and scanning

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Direct reproductions of scanned documents. An image processing system used for keeping public records shall record direct reproductions of scanned documents.
1. Imaging systems must store at least one unaltered version of the public records they contain, as scanned, except for standard computer-enhancement routines used to improve the legibility of scanned documents. Editing of recorded text or characters, including cut and paste or automatic editing or despeckling functions, by an image processing system used for keeping public records may be used provided the as-scanned, unedited versions of the records are stored as well.
2. Computer enhancement or removal of scanner-created borders or black areas not present on the original document shall be permitted in an image processing system used for keeping public records, provided such manual or automatic computer-enhancement processes and procedures used while scanning documents shall be thoroughly documented for proof of authenticity of the records maintained on the imaging system.
i. Documentation of policies and procedures pertaining to creation and maintenance of records in an image processing system used for keeping public records shall be kept and maintained by an agency for the same period of time as the retention schedule established by the State Records Committee pursuant to 15:3-2.1(e)  for all records in the system.
3. Multifunction devices may be used to scan documents for an image processing system used for keeping public records provided:
i. A log is created and maintained for scanned documents entered into the image processing system pursuant to the provisions of (i) below; and
ii. Scanned images have been inspected pursuant to the provisions of (b) below before being accepted and filed or recorded in an agency recordkeeping system.
4. Images shall not be maintained on the multifunction device.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 4 - IMAGE PROCESSING OF PUBLIC RECORDS › Section 15:3-4.7 - Operation and management of image processing systems

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Optical disk systems shall not be operated in environments with high levels of airborne particles or without adequate temperature and humidity controls, according to rules promulgated by the State Records Committee.
(b) Complete and accurate indexes are essential when records are stored on electronic media.
1. Image processing systems shall include an indexing system and procedures for adequate indexing that permit rapid identification and retrieval for viewing or reproducing of all related records maintained in the systems.
2. The requirement to maintain an indexing system shall be met if an indexing system is functionally comparable to a reasonable hardcopy indexing system which is consistent with statutory requirements.
3. Operational procedures shall include a check of indexing accuracy.
4. Preference shall be given to systems that incorporate indices or other retrieval information directly on the same system as the images.
5. Backup, refreshing, and data migration procedures must ensure the preservation of all indexing associated with records in the image processing system, and the continued ability to identify, retrieve, and reproduce all relevant documents.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 4 - IMAGE PROCESSING OF PUBLIC RECORDS › Section 15:3-4.8 - Security

Current through Register Vol. 56, No. 14, July 15, 2024
(a) A security subsystem and procedures for system administration and file access that cannot be disabled or circumvented, except for properly authorized functions of a systems manager, shall be provided for all image processing systems used for keeping public records.
(b) Imaging systems shall not be capable of altering the as-scanned version of a record as per
15:3-4.6(a)
, except for standard computer-enhancement routines used to improve the legibility of scanned documents.
(c) Means of control shall be established and maintained to prevent unauthorized creation, addition, alteration, deletion, or deterioration of any imaged record.
(d) Corrections or additions to records shall be recorded as new documents and maintained in the recordkeeping system along with the original record.
(e) Court-ordered expungement of information recorded on a Write-Once-Read-Many (WORM) optical disk system shall be implemented according to recommendations provided in Technical Report for Information and Image Management--The Expungement of Information Recorded on Optical Write-Once-Read-Many (WORM) Systems (AIIM TR28-1991, as amended and supplemented, incorporated herein by reference).
(f) Security subsystems and procedures for system administration and file access shall be documented and auditable.
1. To ensure the integrity, accuracy, and reliability of the public records contained in image processing systems, such systems shall create and retain a record of the location, date, operator and equipment involved in the production of all images it copies or produces.
2. Imaging systems shall create and maintain logs of all system and file access and activities.
3. Only authorized persons shall have access to logs and other documentation of security subsystems and procedures.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 4 - IMAGE PROCESSING OF PUBLIC RECORDS › Section 15:3-4.9 - Public access

Current through Register Vol. 56, No. 14, July 15, 2024
(a) The implementation and use of image processing systems shall not limit or hinder public access to public records. Image processing systems shall provide access which is equivalent, or better than, that provided by previous recordkeeping systems.
(b) The right of the public to inspect and copy public records pursuant to P.L. 1963, c.73 (47:1A-1 et seq.) shall, with respect to the copying of records maintained by an image processing system, be deemed to refer to the right to receive printed copies of such records.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 4 - IMAGE PROCESSING OF PUBLIC RECORDS › Section 15:3-4.10 - Scanning legacy records; best evidence

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Pursuant to the provisions of 15:3-4.6(h), in the event an image processing system created or maintained for the management of public records by a State or local government agency contains images of records that do not conform to State standards pursuant to the requirements of this subchapter, scanned images from uncertified microfilm that does not conform to State standards pursuant to the requirements of N.J.A.C. 15:3-3, or scanned documents that are not original records that conform to State standards due to loss, theft, destruction, natural disasters or human causes, the agency shall petition the State Records Committee to declare such records as the best available evidence of the action or transaction the records document.
(b) If, upon review of an agency's petition, the State Records Committee approves the designation of any images of records that do not conform to State standards as the best available evidence of the action or transaction the records document pursuant to (a) above, the declaration of a record series or series of records as the best available evidence shall be documented in the proceedings of the Committee and maintained in the files of the Committee for the duration of the retention schedule for such records.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 4 - IMAGE PROCESSING OF PUBLIC RECORDS › Section 15:3-4.11 - Disaster recovery/contingency planning

Current through Register Vol. 56, No. 14, July 15, 2024
(a)Disaster Recovery. Effective disaster recovery and contingency plans require that proper on-site and off-site storage facilities be maintained. The scope of the plans, and the specific coverages adopted, should be aligned with risks relative to the loss of records stored on the systems. This includes consideration of likely threats to the systems and the impacts of lost records in areas such as revenue in-take, the rights/obligations of the government and its citizenry, security/confidentiality, the historical value and context of the records, and continuity of essential services for public health and safety. Agencies must assess whether the records can be reconstructed via other sources and determine the costs associated with guarding against records loss through a disaster recovery program. Agencies shall balance the costs of disaster recovery programs with the likelihood and impacts of records losses. Risk assessments may help agencies determine the period of time within which systems, applications, or functions must be recovered after an outage, and the economic feasibility of various recovery options. At a minimum, disaster recovery/contingency planning must include the following elements:
1. An off-site storage facility shall contain adequate storage space for:
i. Source and object production programs;
ii. Master files and transaction files to recreate the current master files;
iii. System and program documentation;
iv. Operating systems and utility programs; and
v. Other vital records.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 5 - REGISTRATION OF IMAGE PROCESSING SYSTEMS › Section 15:3-5.2 - Correspondence and inquiries

Current through Register Vol. 56, No. 14, July 15, 2024
All correspondence and inquiries concerning this subchapter should be addressed to:
Director
Department of State
Division of Archives and Records Management
2300 Stuyvesant Avenue
PO Box 307
Trenton, NJ 08625-0307
(609) 530-3205
Fax Number: (609) 530-6121
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 5 - REGISTRATION OF IMAGE PROCESSING SYSTEMS › Section 15:3-5.3 - Definitions

Current through Register Vol. 56, No. 14, July 15, 2024
The words and terms used in this subchapter shall have the standard meanings as established in ANSI/AIIM TR2-1998, Glossary of Document Technologies, incorporated herein by reference, as amended and supplemented, and in ARMA A4759 (2007), Glossary of Records and Information Management Terms, incorporated herein by reference, as amended and supplemented, except as otherwise defined in Title 47 of the State statutes or in rules promulgated by the Division of Archives and Records Management as approved by the State Records Committee, including those contained in N.J.A.C. 15:3-4.2.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 5 - REGISTRATION OF IMAGE PROCESSING SYSTEMS › Section 15:3-5.4 - Responsibilities of the Division

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Pursuant to the provisions of section 6 of P.L. 1994, c. 140,
47:1-12
, the Division, with the approval of the State Records Committee, shall register image processing systems as compliant with established standards, rules, and procedures for such systems for the keeping of public records.
(b) The Division shall create and maintain an automated, direct access image processing system registration service to be used by agencies employing image processing systems for keeping public records to review systems maintenance, operation, and administration; backup, disaster recovery, and data migration procedures; and compliance with other rules for image processing. Said image processing registration service shall be used to evaluate such systems, document their status, record such information as may be required by the Division, and as set forth in this subchapter, indicate the extent to which the systems may be used to manage the life-cycles of the records they contain. The service shall include an initial registration application and annual review form.
(c) The Division shall maintain an Internet-accessible database of all registered image processing systems that, based on information reported to the Division, indicates four registry status conditions: Pending/Under Review, Active/Compliant, Inactive, and Non-compliant.
1. Pending/Under Review status indicates that the agency has submitted an original system registration application to the Division for review. Agencies may store electronic versions of any public record on a system pending review, but may not use approved records schedules to dispose of the original records involved until the status changes to Active/Compliant.
2. Active/Compliant status indicates the Division's approval of the system's use. Agencies may store electronic versions of any public record on an Active/Compliant system and make use of approved records schedules to dispose of the original records as applicable. All systems granted certification as of June 15, 2015, shall be classified as Active/Compliant.
3. Inactive status indicates the agency has not kept its registration records up to date by submitting the required annual review form. Agencies may store electronic versions of any public record on an inactive system, but may not use approved records schedules to dispose of the original records involved from the date the system registry status changed to Inactive. Agencies may submit updated annual reports to the Division at any time to bring an Inactive system back to Active/Compliant status.
4. Non-compliant status indicates that the system fails to meet State standards. Agencies may not store electronic versions of any public record on a Non-compliant system and may not use approved records schedules to dispose of the original records involved from the date the system registry status reflects that the system is non-compliant.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 5 - REGISTRATION OF IMAGE PROCESSING SYSTEMS › Section 15:3-5.5 - Responsibilities of government agencies

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Government agencies shall submit registration applications and annual review forms per
N.J.A.C. 15:3-5.4
for each existing or proposed image processing system used for creation, storage, or management of public records, and work to ensure continual compliance with State standards set forth at N.J.A.C. 15:3-4, as required by P.L. 1994, c. 140 (
47:1-12
).
(b) Upon registering with the Division, the agency shall be responsible for posting and notifying stakeholders of their use of the image processing system for keeping public records, and shall provide public access to a copy of the completed registration applications and/or all annual review forms. The Division's automated service, described at
15:3-5.4
may be referenced in the agency's public notifications and serve as the source for copies of completed registration applications and annual review forms.
(c) In conformance with
15:3-5.4 (c)
, an agency shall submit a completed annual review form to the Division on a date determined by the Division and with advance notification to the agency.
(d) Agencies shall list the system registration number, to be supplied via the registration system, on every request for approval of record retention schedules or disposal of original records used or maintained by the image processing system.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 5 - REGISTRATION OF IMAGE PROCESSING SYSTEMS › Section 15:3-5.6 - Information access generally

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Government agencies shall maintain documentation on any image processing system used for public recordkeeping, including all vendor supplied manuals, guides, and training materials covering all implemented hardware and software technology. Agencies may use materials posted on the Internet by the system vendor(s) to help document the system.
(b) Nothing in this subchapter shall be deemed to preclude the State Records Committee or the Division from requesting additional information or documentation from an agency concerning any image processing system used for public records which it may deem necessary for the decision-making process for the registration or annual review of the same or approval or any records retention schedule or records disposal request for any record or record series stored or maintained on such a system.
(c) Nothing in this subchapter shall be deemed to preclude any State or local government, at its own expense, from employing a vendor, service supplier, or other party to prepare such information or documentation as required in this section, provided such vendor, supplier, or other party shall certify the accuracy and veracity of any such information and documentation and shall be held responsible for thesame.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 5 - REGISTRATION OF IMAGE PROCESSING SYSTEMS › Section 15:3-5.7 - Notification of stakeholders; public notices

Current through Register Vol. 56, No. 14, July 15, 2024
(a) In order to provide adequate public comment on applications for the use of image processing systems for public records, within 23 days following the submittal of a registration application to the Division, government agencies must post and publish a public notice advising the public and other stakeholders that the agency has applied for registration of an image processing system for public records. The Division's registration service, set forth at
15:3-5.4
, may be referenced in the agency's public notifications and serve as the source for copies of completed registration applications and annual reviews.
(b) The Division may provide an agency with a sample public notice, but no standard language shall be required, so long as adequate information is conveyed to the public. Publication and posting shall be conducted according to the common practice of the agency for similar public notices of meetings, etc. where the public would expect to find such notices (that is, bulletin boards, publication in legal notices in the local newspaper(s), or calendars of events). Publication of a legal notice in at least one newspaper shall be regarded as adequate notice.
(c) Upon publication of the public notice, the requesting agency shall secure a dated and signed affidavit of publication by a qualified newspaper or a notarized Declaration of Posting/Publication of Public Notice and store the same for a period of 10 years.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 6 - STORAGE OF PUBLIC RECORDS › Section 15:3-6.1 - Purpose

Current through Register Vol. 56, No. 14, July 15, 2024
(a) This subchapter sets forth standards for the storage of public records as required by P.L. 1953, c.410, § 16 (47:3-30 ) as amended, effective September 18, 1953, for the Division of Archives and Records Management in the Department of State with the approval of the State Records Committee, established under Section 6 of P.L. 1953, c.410 (47:3-20 ), to "make and promulgate rules and regulations for the effective administration of laws relating to public records."
(b) Standards, procedures and rules for storage of public records mandated by P.L. 1953, c.410 (47:3-26 ) as amended, P.L. 1994, c.140 (47:1-12(a)  et al. as amended), and other sections of the State statutes are promulgated in this subchapter to ensure the preservation and accessibility of public records. Furthermore such standards, procedures and rules for storage of public records insure the legal integrity and admissibility of public records as provided for under P.L. 1994, c.140, § 4 (47:3-26 as amended) et al.
(c)P.L. 1994, c.140, which amends Section 12 of P.L. 1953, c.410 (47:3-26 ) and other sections of the New Jersey Statutes, mandates the Division of Archives and Records Management in the Department of State, with the approval of the State Records Committee, to formulate "standards, procedures and rules for photographing, microphotographing, microfilming, data processing and image processing of public records for the preservation, examination and use of such records, including indexing and arrangement thereof" to allow the use of the same for keeping public records. Such standards and procedures promulgated in N.J.A.C. 15:3-4, effective May 5, 1997, include the requirement under 15:3-4.4(e)  for security copies of public records on optical disks or other media to be stored in secure and suitable facilities according to record storage rules promulgated by the State Records Committee.
(d) Furthermore, the rules define standards, procedures and guidelines for storage of public records pursuant to P.L. 1920, c.309, § 3(10), (40:48-6 ), which requires the governing body of municipalities to provide a vault or other place or places for safekeeping of books, valuable records, documents and papers affording equal or greater security against fire and theft and other statutory requirements for safe-keeping of records by public agencies.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 6 - STORAGE OF PUBLIC RECORDS › Section 15:3-6.3 - Record storage facility

Current through Register Vol. 56, No. 14, July 15, 2024
(a)P.L. 1953, c.410, § 16 (47:3-30 ) as amended, effective Sept. 18, 1953, mandates the Division of Archives and Records Management in the Department of State with the approval of the State Records Committees as established by P.L. 1953, c.410, § 6 (47:3-20 ) to "make and promulgate rules and regulations for the effective administration of the laws relating to public records." Furthermore, 15:3-4.4(e)  promulgated under P.L. 1994, c.140, § 4 (47:3-26 as amended) requires the State Records Committee to promulgate rules for secure and suitable facilities for the storage of public records.
(b) The following pertain to referenced standards:
1. This section is intended for use in conjunction with the following referenced national and international standards, as amended and supplemented, incorporated herein by reference.
i. ANSI/NAPM IT9.11. Imaging Media--Processed Safety Photographic Films--Storage;
ii. ANSI/NFPA 1-1997. Fire Prevention Code;
iii. ANSI/NFPA 10-1994. Portable Fire Extinguishers;
iv. ANSI/NFPA 13-1996. Installation of Sprinkler Systems;
v. ANSI/NFPA 25-1995. Inspection, Testing and Maintenance Water-Based Fire Protection Systems (Revision of ANSI/NFPA 13-A);
vi. ANSI/NFPA 40-1997. Storage and Handling of Cellulose Nitrate Motion Picture Film;
vii. ANSI/NFPA 70-1996. National Electric Code;
viii. ANSI/NFPA 72-1996. National Fire Alarm Code;
ix. ANSI/NFPA 80-1995. Fire Doors and Fire Windows;
x. ANSI/NFPA 80A-1996. Fire Doors and Fire Windows, Protection from Exterior Fire Exposures;
xi. ANSI/NFPA 90A-1996. Installation of Air Conditioning and Ventilating Systems;
xii. ANSI/NFPA 90B-1996. Installation of Warm Heating and Air Conditioning Systems;
xiii. ANSI/NFPA 220-1993. Types of Building Construction;
xiv. ANSI/NFPA 221-1997. Fire Walls and Fire Barrier Walls;
xv. ANSI/NFPA 231-1995. General Storage;
xvi. ANSI/NFPA 232-2000. Standard for the Protection of Records;
xvii. ANSI/NFPA 232A-1995. Fire Protection for Archives and Records Centers;
xviii. ANSI/UL 155. Test for Fire Resistance of Vault Doors;
xix. NEDCC Technical Leaflet. The Environment. Temperature, Relative Humidity, Light and Air Quality: Basic Guidelines for Preservation;
xx. NBS Technical Notice 839. Fire Protection; and
xxi. NFPA 909-1997, Standard for the Protection of Cultural Resources Including Museums, Libraries, Places of Worship, and Historic Properties.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 6 - STORAGE OF PUBLIC RECORDS › Section 15:3-6.5 - Storage of magnetic media and other electronic records

Current through Register Vol. 56, No. 14, July 15, 2024
(a)P.L. 1994, c.140, § 4 (47:3-26 as amended) et al. mandates that the Division, with the approval of the State Records Committee as established by P.L. 1953, c.410, § 6 (47:3-20 ), shall formulate standards, procedures and rules for "data processing and image processing of public records and for the preservation, examination and use of such records," including storage of magnetic media and other electronic records.
(b) This section is intended for use in conjunction with the following referenced national and international standards as amended and supplemented, incorporated herein by reference. The standards cited in this subsection are available from the American National Standards Institute (ANSI) or other standards-setting organizations as cited in 15:3-6.2. They are also available for inspection at the Division of Archives and Records Management, 2300 Stuyvesant Avenue, Trenton, New Jersey per the provisions of 15:3-4.7(f).
1. ANSI X3.39-1986. Recorded Magnetic Tape for Information Interchange (1600 CPI, PE);
2. ANSI X3.54-1986. Recorded Magnetic Tape for Information Interchange (6250 CPI, Group Coded Recording);
3. ANSI X3.180-1990. (R1996) Magnetic Tape and Cartridge for Information Interchange 18-Track, Parallel, 12.65 mm (112 in) 1491 cpmm (37 981 cpi) Group Coded Recording;
4. ANSI/NAPM IT9.23-1996. Imaging Materials--Polyester Based Tape--Storage;
5. CPA/NML 1995. Magnetic Tape Storage and Handling: A Guide for Libraries and Archives;
6. Executive Order 12906 of April 11, 1994 ( 3 CFR, 1995 Comp., p. 882). Federal Geographic Data Committee--Content Standards for Digital Geospatial Metadata; and
7. FIPS 173-1. Spacial Data Transfer Standard (SDTS)(DOI/USGS Specs.)--94 June 10.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 6 - STORAGE OF PUBLIC RECORDS › Section 15:3-6.6 - Exclusions

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Nothing in this subchapter shall be deemed to restrict any public agency from promulgating, implementing or employing more restrictive standards, procedures or rules for the storage of records in any media, type or format.
(b) The provisions promulgated under this subchapter notwithstanding, the Division of Archives and Records Management and the State Records Committee may, in accordance with the Administrative Procedure Act, 52:14B-1 et seq., promulgate, establish or enact such standards, rules or guidelines for the storage of public records which they may deem necessary for the preservation, security or integrity of any public record or series or group of public records.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 7 - NEW JERSEY PUBLIC ARCHIVES AND RECORDS INFRASTRUCTURE SUPPORT (PARIS) GRANTS › Section 15:3-7.1 - Purpose

Current through Register Vol. 56, No. 14, July 15, 2024
This subchapter constitutes the rules of the New Jersey Public Archives and Records Infrastructure Support (PARIS) grant program for the award of grants on the basis of need and specific competitive evaluative criteria to county and municipal governments for the management, storage and preservation of public records pursuant to the provisions of P.L. 2003, c. 117, sections 38 and 39.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 7 - NEW JERSEY PUBLIC ARCHIVES AND RECORDS INFRASTRUCTURE SUPPORT (PARIS) GRANTS › Section 15:3-7.2 - Definitions

Current through Register Vol. 56, No. 14, July 15, 2024
The words and phrases used in this subchapter shall have the same meaning as defined in 15:3-1.2, as amended and supplemented, except the following words and phrases which shall have the designated meanings, unless the context clearly indicates otherwise.
"Applicant" means the duly chartered and incorporated county, city, township, town, borough, and village government in New Jersey.
"Approved project period" means the amount of time during which the grant recipient shall complete satisfactorily the approved project to be eligible for the full funding authorized for the project.
"Division of Archives and Records Management," "Division" or "DARM" means the Division of Archives and Records Management in the Department of State as established by the Governor's Reorganization Plan filed April 25, 1983 as set out under 18A:73-26.
"Grant award recipient not in good standing" means a county or municipal government that was awarded a PARIS grant in a previous grant cycle but failed to complete all requirements of the grant.
"Preservation" or "records preservation" means the provision of adequate facilities, processes and procedures to protect, care for, or maintain records, including conversion of records to another media for migration of data or to ensure long-term preservation, and specific measures to maintain, repair, restore or protect records.
"Project Manager" means the full-time management-level executive or officer designated by the governing body to have the authority and subject matter knowledge to oversee the fulfillment of the grant terms. Pursuant to the provisions of 40A:9-133(e)(6), the Municipal Clerk or his or her designee shall serve as project manager for any application for a PARIS grant for a municipality.
"Records storage" means the housing and safekeeping of public records as provided in N.J.A.C. 15:3-6.
"State Records Committee" means the body established by P.L. 1953, c.410, Section 6 et seq. (47:3-20 ), comprised of the State Treasurer, the Attorney General, the State Auditor, the Director of the Division of Local Government Services in the Department of Community Affairs, and the Director of the Division of Archives and Records Management in the Department of State, or their designee.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 7 - NEW JERSEY PUBLIC ARCHIVES AND RECORDS INFRASTRUCTURE SUPPORT (PARIS) GRANTS › Section 15:3-7.3 - Eligible applicants

Current through Register Vol. 56, No. 14, July 15, 2024
(a) An application shall be eligible for a PARIS grant if the following conditions are satisfied:
1. The applicant meets the definition of the term "applicant" found in this subchapter;
2. The applicant's project manager has personally attended in its entirety at least one mandatory training session on PARIS grant applications presented by DARM during the current grant cycle;
3. The applicant is in good standing under the PARIS grant program; and
4. The applicant is in compliance with public records management, retention and disposition standards and procedures, as established in N.J.A.C. 15:3-2, Records Retention.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 7 - NEW JERSEY PUBLIC ARCHIVES AND RECORDS INFRASTRUCTURE SUPPORT (PARIS) GRANTS › Section 15:3-7.4 - Grant categories eligible for funding

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Inventory and planning grants that include the following subcategories are eligible for funding:
1. Records inventory, including government-wide or special focus inventories of active and inactive records;
2. Records retention scheduling, as provided by procedures, guidelines and standards established by the State Records Committee per 15:3-2.1(e) through (g); or
3. Records survey and program planning, which provides a governmental entity with helpful information about its records by conducting an intensive inventory of the same. The survey shall result in a strategic plan and the development of records management policies and procedures to form a basic framework for on-going records management.