reglab/statecodes huggingface dataset:
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-640 - Methods of records disposal › Section 434-640-030 - Disposal by recycling

Current through Register Vol. 24-14, July 15, 2024
Pursuant to disposal authorization from the state or local
				records committee, an agency may dispose of records by recycling, under the
				following conditions:
(1) The prompt
			 destruction of the records shall be insured, and the responsibility for such
			 destruction shall continue to be that of the agency until
			 effectuated.
(2) The recycling
			 agent or entity shall have any required licenses and shall be insured or
			 bonded.
(3) Records shall not be
			 kept in unattended and unprotected storage awaiting their
			 destruction.
(4) The agency or its
			 authorized agent shall have in effect a contract or written agreement with the
			 recycling entity which includes these conditions.
Statutory Authority:
				  RCW
				  40.14.020. 92-05-060, § 434-640-030,
				  filed 2/14/92, effective 3/16/92.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-660 - Standards for the accuracy, durability and permanence of public records › Section 434-660-010 - Statutory authority

Current through Register Vol. 24-14, July 15, 2024
The state archivist shall adopt rules under
				chapter
				34.05 RCW setting
				standards for the durability and permanence of public records maintained by
				state and local agencies:
(1)
			 Governing procedures for the creation, maintenance, transmission, or
			 reproduction of photographic, optical, electronic, or other images of public
			 documents or records in a manner consistent with current standards, policies,
			 and procedures of the department of information services;
(2) Governing the accuracy and durability of
			 photographic, optical, electronic or other images used as public records.
			 Reference RCW  40.14.020.
Statutory Authority:
				  Chapter
				  40.14 RCW. 93-19-051,
				  § 434-660-010, filed 9/10/93, effective
				  10/11/93.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-661 - Real property electronic recording › ELECTRONIC RECORDING STANDARDS › Section 434-661-010 - General purpose

Current through Register Vol. 24-14, July 15, 2024
(1) This rule
				prescribes standards for electronic recording of real property documents in
				those Washington counties in which the county recording officer elects to
				accept electronic real property documents for recordation.
(2) These standards are based on
				recommendations of the Washington state electronic recording standards
				commission and promulgated by the secretary of state pursuant to chapter 65.24
				RCW, Uniform Real Property Electronic Recording Act.
Statutory Authority: Chapter 65.24 RCW. 13-03-070, §
					 434-661-010, filed 1/14/13, effective
					 2/14/13.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-661 - Real property electronic recording › ELECTRONIC RECORDING STANDARDS › Section 434-661-030 - Washington real property electronic recording standards

Current through Register Vol. 24-14, July 15, 2024
(1)
Technical standards and
				implementation guidelines.
(a)
				Electronic recording of real property documents shall meet technical standards
				for document formatting and document data fields and follow implementation
				guidelines as prescribed by the Property Records Industry Association (PRIA)
				which are hereby incorporated by reference, made a part of this rule, and
				listed below:
(i) PRIA Request Version 2.4.2,
				August 2007;
(ii) PRIA Response
				Version 2.4.2, August 2007;
(iii)
				Document Version 2.4.1, October 2007;
(iv) Notary Version 2.4.1, October
				2007;
(v) eRecording XML
				Implementation Guide for Version 2.4.1, Revision 2, March 2007;
(vi) URPERA Enactment and eRecording
				Standards Implementation Guide, December 2005.
These standards are available from the Property Records
				  Industry Association, 2501 Aerial Center Parkway, Ste. 103, Morrisville, NC
				  27560, and at
http://www.pria.us/.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-661 - Real property electronic recording › ELECTRONIC RECORDING STANDARDS COMMISSION › Section 434-661-100 - Electronic recording standards commission

Current through Register Vol. 24-14, July 15, 2024
The electronic recording standards commission is established
				  in accordance with
				  RCW
				   65.24.040.
Statutory Authority: Chapter 65.24 RCW. 13-03-070, §
					 434-661-100, filed 1/14/13, effective
					 2/14/13.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-661 - Real property electronic recording › ELECTRONIC RECORDING STANDARDS COMMISSION › Section 434-661-110 - Purpose

Current through Register Vol. 24-14, July 15, 2024
The purpose of the electronic recording standards commission
				  is to advise the secretary of state in the following areas:
(1) Rules necessary to implement the Uniform
				Real Property Electronic Recording Act (URPERA);
(2) Standards and practices affecting
				electronic recording in this state and other jurisdictions that enact URPERA to
				keep the technology used by recording officers in this state compatible with
				technology used by recording offices in other jurisdictions that enact URPERA,
				including:
(a) Standards adopted by national
				standard-setting bodies, such as the property records industry
				association;
(b) The views of
				interested persons and governmental officials and entities;
(c) The needs of counties of varying size,
				population and resources; and
(d)
				Standards requiring adequate information-security protection to ensure that
				electronic documents are accurate, authentic, adequately preserved, and
				resistant to tampering;
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-661 - Real property electronic recording › ELECTRONIC RECORDING STANDARDS COMMISSION › Section 434-661-120 - Membership

Current through Register Vol. 24-14, July 15, 2024
(1) The commission
				will consist of at least seven and no more than thirteen members chosen by the
				secretary of state to represent a range of recording offices by size,
				geographic regions of the state, and general expertise in electronic recording.
				A majority of the commission must be county auditors, and other members may
				include assessors, treasurers, the state archivist, land title company
				representatives, escrow agents, mortgage brokers, or any other party the
				secretary of state deems appropriate. The commission will elect a chairperson
				from its members.
(2) Members serve
				at the pleasure of the secretary of state. Terms are two or three years, and
				there are no limits to how long a member can serve. Vacancies will be filled by
				the secretary of state upon notice of a vacancy from the member.
Statutory Authority: Chapter 65.24 RCW. 13-03-070, §
					 434-661-120, filed 1/14/13, effective
					 2/14/13.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-661 - Real property electronic recording › ELECTRONIC RECORDING STANDARDS COMMISSION › Section 434-661-130 - Meetings

Current through Register Vol. 24-14, July 15, 2024
Commission meetings will take place at least once a year and
				  may occur at the annual Washington state association of county auditors
				  recording conference. Additional meetings may be called by the secretary of
				  state or the commission. All meeting dates and times will be posted on the
				  secretary of state's web page.
Statutory Authority: Chapter 65.24 RCW. 13-03-070, §
					 434-661-130, filed 1/14/13, effective
					 2/14/13.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-661 - Real property electronic recording › ELECTRONIC RECORDING STANDARDS COMMISSION › Section 434-661-140 - Quorum

Current through Register Vol. 24-14, July 15, 2024
A simple majority of the regularly appointed commission
				  members constitute a quorum. If seven positions are filled, the quorum is
				  four.
Statutory Authority: Chapter 65.24 RCW. 13-03-070, §
					 434-661-140, filed 1/14/13, effective
					 2/14/13.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-661 - Real property electronic recording › ELECTRONIC RECORDING STANDARDS COMMISSION › Section 434-661-150 - Compensation

Current through Register Vol. 24-14, July 15, 2024
Commission members are not compensated for their service, but
				  may be reimbursed for expenses incurred in the conduct of their official
				  duties. Reimbursement is at current state rates for travel and all
				  reimbursement requests must be received within thirty days of incurring the
				  expense.
Statutory Authority: Chapter 65.24 RCW. 13-03-070, §
					 434-661-150, filed 1/14/13, effective
					 2/14/13.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-661 - Real property electronic recording › ELECTRONIC RECORDING STANDARDS COMMISSION › Section 434-661-160 - Retention of records

Current through Register Vol. 24-14, July 15, 2024
The state archivist will act as secretary for the commission
				  and will ensure the retention and lawful disposition of records of the
				  commission in accordance with
				  chapter
				  40.14
				  RCW.
Statutory Authority: Chapter 65.24 RCW. 13-03-070, §
					 434-661-160, filed 1/14/13, effective
					 2/14/13.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-662 - Preservation of electronic public records › Section 434-662-010 - Purpose

Current through Register Vol. 24-14, July 15, 2024
Pursuant to the provisions of
				chapters
				40.14 and
				42.56 RCW, and RCW  43.105.250, the
				rules contained in this chapter are intended to ensure that electronic public
				records are securely preserved for their minimum retention period for present
				and future access and/or are transferred to the Washington state digital
				archives for retention so that valuable legal and historical records of the
				state may be centralized, made more widely available, and permanently
				preserved.
Statutory Authority:
				  RCW
				  40.14.020(6),
				  chapters
				  40.14,
				  42.56, and 43.105 RCW. 08-21-073,
				  § 434-662-010, filed 10/13/08, effective
				  1/1/09.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-662 - Preservation of electronic public records › Section 434-662-030 - Retention scheduling and disposition of electronic public records

Current through Register Vol. 24-14, July 15, 2024
Electronic records are bound by the same provisions as paper
				documents as set forth in
				chapter
				40.14 RCW. Electronic
				records must be retained pursuant to the retention schedules adopted by the
				records committees. Destruction of, or changes to the retention period of, any
				public record, regardless of format, requires legal approval from the state or
				local records committee pursuant to
				chapters
				40.14 RCW, 434-635 WAC and
				other applicable state laws. Public records that are designated "archival" by
				the state archivist must be maintained pursuant to the provisions of this
				chapter until such time as they are transferred to the state
				archives.
Statutory Authority:
				  RCW
				  40.14.020(6),
				  chapters
				  40.14,
				  42.56, and 43.105 RCW. 08-21-073,
				  § 434-662-030, filed 10/13/08, effective
				  1/1/09
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-662 - Preservation of electronic public records › Section 434-662-040 - Agency duties and responsibilities

Current through Register Vol. 24-14, July 15, 2024
Electronic records must be retained in electronic format and
				remain usable, searchable, retrievable and authentic for the length of the
				designated retention period. Printing and retaining a hard copy is not a
				substitute for the electronic version unless approved by the applicable records
				committee.
An agency is responsible for a security backup of active
				records. A security backup must be compatible with the current system
				configuration in use by the agency.
Statutory Authority:
				  RCW
				  40.14.020(6),
				  chapters
				  40.14,
				  42.56, and 43.105 RCW. 08-21-073,
				  § 434-662-040, filed 10/13/08, effective
				  1/1/09
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-662 - Preservation of electronic public records › Section 434-662-050 - Disposition of electronic public records identified by records committees as archival

Current through Register Vol. 24-14, July 15, 2024
Electronic records designated as "archival" must be retained in
				their original format along with the hardware and software required to read the
				data in that format unless the converted records have been sampled for
				completeness and accuracy of the migration to a new system and/or file format.
				Original data, hardware, and software must be maintained until successful
				migration to a new system has been verified. Agencies have a duty to work with
				the state archivist to centralize, preserve, and/or transfer archival records
				to the digital archives. All records transferred to the digital archives will
				be administered and managed in accordance with all public access and disclosure
				laws and requirements.
Statutory Authority:
				  RCW
				  40.14.020(6),
				  chapters
				  40.14,
				  42.56, and 43.105 RCW. 08-21-073,
				  § 434-662-050, filed 10/13/08, effective
				  1/1/09
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-662 - Preservation of electronic public records › Section 434-662-055 - Disposition of electronic public records identified by records committees as nonarchival

Current through Register Vol. 24-14, July 15, 2024
Electronic records rendered obsolete through the verified
				accurate migration to a more current media file format for readability and not
				designated as "archival" may be considered a secondary copy and disposed of as
				directed by
				chapter
				40.14
				RCW.
Statutory Authority:
				  RCW
				  40.14.020(6),
				  chapters
				  40.14,
				  42.56, and 43.105 RCW. 08-21-073,
				  § 434-662-055, filed 10/13/08, effective
				  1/1/09
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-662 - Preservation of electronic public records › Section 434-662-060 - Authentication and chain of custody of electronic records

Current through Register Vol. 24-14, July 15, 2024
The agency must maintain chain of custody of the record,
				including employing sufficient security procedures to prevent additions,
				modifications, or deletion of a record by unauthorized parties. If there is a
				break in chain of custody, it must be noted in the transmittal to the
				archives.
Statutory Authority:
				  RCW
				  40.14.020(6),
				  chapters
				  40.14,
				  42.56, and 43.105 RCW. 08-21-073,
				  § 434-662-060, filed 10/13/08, effective
				  1/1/09
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-662 - Preservation of electronic public records › Section 434-662-070 - Use of encryption on electronic records

Current through Register Vol. 24-14, July 15, 2024
If encryption is employed on public records, the agency must
				maintain the means to decrypt the record for the life of the record as
				designated by the approved required minimum retention period for that
				record.
Statutory Authority:
				  RCW
				  40.14.020(6),
				  chapters
				  40.14,
				  42.56, and 43.105 RCW. 08-21-073,
				  § 434-662-070, filed 10/13/08, effective
				  1/1/09
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-662 - Preservation of electronic public records › Section 434-662-090 - Transmittal agreement for transfer of electronic records

Current through Register Vol. 24-14, July 15, 2024
The digital archives must develop a transmittal agreement for
				the transfer of electronic records from state and local government agencies to
				the digital archives. At a minimum, a transmittal agreement between the digital
				archives and a state or local government agency must contain:
(1) Identification of the record
			 series;
(2) Disposition
			 authority;
(3) Number of records to
			 be transferred;
(4) Method,
			 schedule, and frequency of record transmittal;
(5) Relevant metadata/indexing
			 fields;
(6) The decryption means
			 for any record transmitted in an encrypted format;
(7) Media file format;
(8) Identification of any access restriction
			 and the statutory authority for such restriction;
(9) Other technical information, such as
			 backend data base management systems, necessary for ingestion of electronic
			 data into the digital archives repository; and
(10) Procedures for collecting any fees for
			 public copies as provided by statute or ordinance.
Statutory Authority:
				  RCW
				  40.14.020(6),
				  chapters
				  40.14,
				  42.56, and 43.105 RCW. 08-21-073,
				  § 434-662-090, filed 10/13/08, effective
				  1/1/09
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-662 - Preservation of electronic public records › Section 434-662-100 - Media format and protocol for transfer

Current through Register Vol. 24-14, July 15, 2024
Electronic records will be directly transferred to the digital
				archives via web services, secure File Transfer Protocol, T-1 line or other
				direct transmission as outlined in the transmittal agreement. When direct
				transmission is not practicable, records must be transmitted via portable media
				formats including, but not limited to tape, compact disc, digital versatile
				disc, flash media cards, universal serial bus storage devices, external hard
				drive, or diskette.
Statutory Authority:
				  RCW
				  40.14.020(6),
				  chapters
				  40.14,
				  42.56, and 43.105 RCW. 08-21-073,
				  § 434-662-100, filed 10/13/08, effective
				  1/1/09
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-662 - Preservation of electronic public records › Section 434-662-110 - Metadata requirements

Current through Register Vol. 24-14, July 15, 2024
Electronic records transferred to the digital archives must
				contain sufficient metadata to categorize, search and retrieve the records. All
				transfers of electronic records to the digital archives must identify the name
				of the originating agency, the date of transfer, the records series, and other
				appropriate metadata as specified in the transmittal agreement. The digital
				archives will not accept electronic records that do not contain appropriate
				metadata as specified in the transmittal agreement.
Statutory Authority:
				  RCW
				  40.14.020(6),
				  chapters
				  40.14,
				  42.56, and 43.105 RCW. 08-21-073,
				  § 434-662-110, filed 10/13/08, effective
				  1/1/09
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-662 - Preservation of electronic public records › Section 434-662-140 - Web site management

Current through Register Vol. 24-14, July 15, 2024
All state and local government agencies must retain all web
				content in accordance with the approved retention schedules. Pursuant to a
				transmittal agreement, the digital archives will use a software program
				commonly known as a spider to copy state and local government web sites that
				are determined to have archival value either annually or more frequently. All
				state and local government agencies shall use the following best management
				practices in the maintenance of their web sites:
(1) Each page shall contain identifying
			 information as outlined in the transmittal agreement;
(2) If an agency web site is determined to
			 have archival value and cannot be copied using a spider software program, the
			 agency must copy and preserve all code for the web site.
Statutory Authority:
				  RCW
				  40.14.020(6),
				  chapters
				  40.14,
				  42.56, and 43.105 RCW. 08-21-073,
				  § 434-662-140, filed 10/13/08, effective
				  1/1/10.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-662 - Preservation of electronic public records › Section 434-662-150 - E-mail management

Current through Register Vol. 24-14, July 15, 2024
E-mails created and received by any agency of the state of
				Washington in the transaction of public business are public records for the
				purposes of
				chapter
				40.14 RCW and are subject
				to all of the laws and regulations governing the retention, disclosure,
				destruction and archiving of public records. The e-mails of all elected
				government officials and public employees are subject to the records retention
				periods and disposition promulgated by the records committees, and any and all
				e-mails with archival value must be retained. Agencies may be relieved of the
				obligation to permanently retain archival e-mail by transmitting e-mail and all
				associated metadata to the digital archives pursuant to a transmittal agreement
				as provided for in WAC
				434-662-090. This section does
				not apply to state legislators or members of the state
				judiciary.
Statutory Authority:
				  RCW
				  40.14.020(6),
				  chapters
				  40.14,
				  42.56, and 43.105 RCW. 08-21-073,
				  § 434-662-150, filed 10/13/08, effective
				  1/1/10.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › THE USE OF ELECTRONIC IMAGING SYSTEMS FOR MANAGING PUBLIC RECORDS › Section 434-663-100 - Legality

Current through Register Vol. 24-14, July 15, 2024
The purpose of this chapter is to establish standards and
				  recommended practices for the creation, preservation, access to, and retention
				  of public records on electronic imaging systems. Electronic imaging systems may
				  legally be used for recording, producing, reproducing, maintaining, and storing
				  public records if:
(1) Those systems
				meet the standards set forth in this chapter;
(2) The systems are used in accordance with
				this chapter; and
(3) The retention
				and disposition of the original and copies of records maintained on those
				systems regardless of media are scheduled, maintained, and disposed of in
				accordance with
				chapter
				40.14 RCW. Nothing in this
				chapter can be construed to limit the admissibility of any public record as
				evidence.
Statutory Authority:
					 RCW
					 40.14.020(6). 00-20-038,
					 § 434-663-100, filed 9/28/00, effective 10/29/00. Statutory Authority:
					 Chapter
					 40.14 RCW. 94-04-102,
					 § 434-663-100, filed 2/1/94, effective
					 3/7/94.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › DEFINITIONS › Section 434-663-200 - Electronic document imaging system

Current through Register Vol. 24-14, July 15, 2024
An electronic document imaging system is a computer-based
				  configuration of equipment and software that stores machine-readable document
				  images and their associated character-coded index data for on-demand retrieval.
				  Electronic images can be computer generated, or created through document
				  scanning.
Statutory Authority:
					 Chapter
					 40.14 RCW. 94-04-102,
					 § 434-663-200, filed 2/1/94, effective
					 3/7/94.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › DEFINITIONS › Section 434-663-210 - Document scanning

Current through Register Vol. 24-14, July 15, 2024
A specially designed input workstation is required to convert
				  documents or images to machine-readable form for computer processing and
				  storage. At a minimum, the input workstation includes a document scanner, an
				  image processor unit, a video display unit, keyboard, and access to storage.
				  Using a solid-state array or other photo-sensitive components, the document
				  scanner measures the amount of light associated with successively encountered
				  PELs (Picture ELement) and transmits a corresponding electrical signal that is
				  converted to computer compatible digital codes.
Statutory Authority:
					 Chapter
					 40.14 RCW. 94-04-102,
					 § 434-663-210, filed 2/1/94, effective
					 3/7/94.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › DEFINITIONS › Section 434-663-220 - Image

Current through Register Vol. 24-14, July 15, 2024
An image can be a document, picture, or graphic. An image can
				  be produced by scanning paper or film documents, producing images through a
				  computer program, receiving an image by means of a fax, or by other
				  means.
Statutory Authority:
					 Chapter
					 40.14 RCW. 94-04-102,
					 § 434-663-220, filed 2/1/94, effective
					 3/7/94.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › DEFINITIONS › Section 434-663-230 - Enhancement

Current through Register Vol. 24-14, July 15, 2024
Any method including adjusting brightness and contrast, or
				  algorithm employed with the objective of producing an accurate and legible
				  copy.
Statutory Authority:
					 Chapter
					 40.14 RCW. 94-04-102,
					 § 434-663-230, filed 2/1/94, effective
					 3/7/94.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › DEFINITIONS › Section 434-663-240 - Archival records

Current through Register Vol. 24-14, July 15, 2024
Archival records are records that have permanent and/or
				  historical value and are scheduled as archival. Long-term records are records
				  having a retention period in excess of ten years. Permanent records are those
				  records that are required by specific statute to be retained
				  permanently.
Statutory Authority:
					 Chapter
					 40.14 RCW. 94-04-102,
					 § 434-663-240, filed 2/1/94, effective
					 3/7/94.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › DEFINITIONS › Section 434-663-250 - Open system

Current through Register Vol. 24-14, July 15, 2024
Open system is defined to be a system that implements
				  sufficient public specifications for interfaces, services and supporting
				  formats to enable applications software to be ported across a wide range of
				  systems, to interoperate or interchange with other applications on local and
				  remote systems, and to interact with users in a style that facilitates
				  portability. Public specifications are maintained by open, public consensus
				  process to accommodate new technology over time, and which are consistent with
				  international standards.
Statutory Authority:
					 Chapter
					 40.14 RCW. 94-04-102,
					 § 434-663-250, filed 2/1/94, effective
					 3/7/94.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › DEFINITIONS › Section 434-663-260 - De facto standard

Current through Register Vol. 24-14, July 15, 2024
A de facto standard is a widely accepted industry standard
				  without official recognition by a standards group.
Statutory Authority:
					 Chapter
					 40.14 RCW. 94-04-102,
					 § 434-663-260, filed 2/1/94, effective
					 3/7/94.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › DEFINITIONS › Section 434-663-270 - Record series

Current through Register Vol. 24-14, July 15, 2024
A group of records that are created, used, filed, and
				  disposed of as a unit because they relate to a particular subject or function,
				  result from the same activity, or document a specific kind of
				  transaction.
Statutory Authority:
					 RCW
					 40.14.020(6). 00-20-038,
					 § 434-663-270, filed 9/28/00, effective
					 10/29/00.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › QUALITY OF DIGITAL IMAGES › Section 434-663-300 - Quality of digital images

Current through Register Vol. 24-14, July 15, 2024
Ensuring the quality of digitized images requires exercising
				  control over the conversion of the original image to digital data, enhancement
				  of the digital image if necessary, compression of the digital data for storage,
				  decompression of digital data for retrieval, displaying the image, and printing
				  the image.
Statutory Authority:
					 RCW
					 40.14.020(6). 00-20-038,
					 § 434-663-300, filed 9/28/00, effective 10/29/00. Statutory Authority:
					 Chapter
					 40.14 RCW. 94-04-102,
					 § 434-663-300, filed 2/1/94, effective
					 3/7/94.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › QUALITY OF DIGITAL IMAGES › Section 434-663-305 - Scanning density

Current through Register Vol. 24-14, July 15, 2024
Bitonal images of documents containing type fonts no smaller
				  than six-point shall be scanned at a minimum density of 200 dots per inch
				  (dpi). Bitonal images of documents containing type fonts smaller than
				  six-point, engineering drawings, maps, and similar documents with fine detail
				  or poor contrast, shall be scanned at a minimum density of 300 dots per inch.
				  Until an ANSI or AIIM standard for color images using a lossless nonproprietary
				  compression algorithm is established, it is recommended that color documents be
				  scanned at a minimum density of 150 dots per inch (dpi) and use TIFF, Version
				  5, specifications. Scanner quality control procedures shall conform to
				  ANSI/AIIM MS44-1988, Recommended Practice for Quality Control of Images
				  Scanners.
Statutory Authority:
					 RCW
					 40.14.020(6). 00-20-038,
					 § 434-663-305, filed 9/28/00, effective
					 10/29/00.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › QUALITY OF DIGITAL IMAGES › Section 434-663-325 - Compression and decompression of data

Current through Register Vol. 24-14, July 15, 2024
Electronic imaging systems for bitonal images shall use the
				  Consultative Committee on International Telegraphy and Telephony (CCITT) Group
				  3 or Group 4 compression and decompression techniques without proprietary
				  alterations to the algorithm. For the storage of electronic images of records
				  for which the state or local records committee has approved a retention period
				  of six years or less from the date of creation, a nonproprietary lossless
				  compression algorithm may be used if a utility program or application software
				  option is maintained to convert images to the TIFF Group 3 or Group 4 standard.
				  For the compression and decompression of color images a lossless algorithm,
				  such as TIFF, Group 5, is recommended.
Statutory Authority:
					 RCW
					 40.14.020(6). 00-20-038,
					 § 434-663-325, filed 9/28/00, effective
					 10/29/00.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › SYSTEM REQUIREMENTS › Section 434-663-500 - Open systems architecture

Current through Register Vol. 24-14, July 15, 2024
Ensuring the usability of digital images to serve the
				  functions for which they were designed involves long-term commitment to an open
				  systems architecture and an approach to component upgrading, data transfer, and
				  migration path that guarantees the portability of current data to be used with
				  future technologies.
Statutory Authority:
					 Chapter
					 40.14 RCW. 94-04-102,
					 § 434-663-500, filed 2/1/94, effective
					 3/7/94.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › SYSTEM REQUIREMENTS › Section 434-663-530 - System documentation

Current through Register Vol. 24-14, July 15, 2024
Detailed technical documentation is needed to facilitate
				  future system access. Minimum documentation must include:
(1) A hardware systems administrator manual
				specifying hardware, cabling, and communications configurations;
(2) Software applications documentation,
				including user manuals and design documentation;
(3) Operational procedures for scanning,
				indexing and verifying images;
(4)
				Current security and system change control procedures, including logs of those
				changes, indicating the date, identity of the person making the changes and the
				reason for the change; and
(5)
				Written procedures for periodic back ups, including schedules and the location
				of secure offsite storage for those back ups.
Agencies will maintain one copy of current documentation
				  on-site and one current copy in designated secure storage.
Statutory Authority:
					 RCW
					 40.14.020(6). 00-20-038,
					 § 434-663-530, filed 9/28/00, effective 10/29/00. Statutory Authority:
					 Chapter
					 40.14 RCW. 94-04-102,
					 § 434-663-530, filed 2/1/94, effective
					 3/7/94.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › RETENTION, SCHEDULING, AND DISPOSITION OF RECORDS › Section 434-663-600 - Retention scheduling and disposition of public records

Current through Register Vol. 24-14, July 15, 2024
Conversion to an imaging system does not automatically
				  authorize the destruction of the source documents for which images have been
				  created. Destruction of, or changes to the retention period of, any public
				  records due to conversion to or the use of a new media requires legal approval
				  of the state or local records committee of the state of Washington under
				  chapter
				  40.14 RCW, chapter 434-635
				  WAC, and other applicable state laws.
Statutory Authority:
					 RCW
					 40.14.020(6). 00-20-038,
					 § 434-663-600, filed 9/28/00, effective 10/29/00. Statutory Authority:
					 Chapter
					 40.14 RCW. 94-04-102,
					 § 434-663-600, filed 2/1/94, effective
					 3/7/94.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › RETENTION, SCHEDULING, AND DISPOSITION OF RECORDS › Section 434-663-615 - Records retention scheduling for records on imaging system

Current through Register Vol. 24-14, July 15, 2024
The required retention scheduling of public records to be
				  created, maintained, accessed, distributed, or preserved by government entities
				  on electronic imaging systems should be done prior to the creation or copying
				  of images of those records. Retention schedules shall be based on the
				  information content and function of the record series. Record series
				  documenting electronic information system operation, and maintenance must also
				  be included on the records retention schedule approved for the agency using the
				  system. Electronic image media rendered obsolete through the verified accurate
				  migration of its images to a more current media for readability may be
				  considered a redundant version and disposed of as directed by
				  chapter
				  40.14
				  RCW.
Statutory Authority:
					 RCW
					 40.14.020(6). 00-20-038,
					 § 434-663-615, filed 9/28/00, effective
					 10/29/00.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › RETENTION, SCHEDULING, AND DISPOSITION OF RECORDS › Section 434-663-630 - Agency acquisition - Department of information services approval

Current through Register Vol. 24-14, July 15, 2024
State agencies intending to utilize an imaging system for the
				  storage or conversion of public records must include such plans in their
				  biennial information technology plan submitted to the department of information
				  services and comply with other requirements of DIS as may
				  apply.
Statutory Authority:
					 Chapter
					 40.14 RCW. 94-04-102,
					 § 434-663-630, filed 2/1/94, effective
					 3/7/94.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › RETENTION, SCHEDULING, AND DISPOSITION OF RECORDS › Section 434-663-640 - Disposition of records identified by records committee as archival

Current through Register Vol. 24-14, July 15, 2024
Public records that are designated "archival" or "potentially
				  archival" by the state or local records committee may not be destroyed without
				  committee approval, even where images of those records have been produced and
				  stored on an electronic imaging system.
Statutory Authority:
					 RCW
					 40.14.020(6). 00-20-038,
					 § 434-663-640, filed 9/28/00, effective
					 10/29/00.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › PROVISION FOR CONTINUED ACCESS › Section 434-663-700 - Usability of image and index data over time

Current through Register Vol. 24-14, July 15, 2024
Maintaining access to and usability of electronic records
				  requires the ability to process images and indexes both on the computer system
				  on which they were created and on their replacement computer systems without
				  loss of information for the full retention period approved for that record.
				  Ensuring the readability of electronic records over time requires the
				  maintenance of proper environmental conditions, periodic recopying, and
				  strategies to preserve data by migration from one generation of technology to
				  another through a commitment to open architecture.
Statutory Authority:
					 RCW
					 40.14.020(6). 00-20-038,
					 amended and recodified as § 434-663-700, filed 9/28/00, effective
					 10/29/00. Statutory Authority:
					 Chapter
					 40.14 RCW. 94-04-102,
					 § 434-663-400, filed 2/1/94, effective
					 3/7/94.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › PROVISION FOR CONTINUED ACCESS › Section 434-663-705 - Recordkeeping capabilities

Current through Register Vol. 24-14, July 15, 2024
Electronic imaging systems must have the following security
				  and retention features or capabilities:
(1) Tracking information at the records
				series level.
(2) Ability to
				properly eliminate or dispose of records that exceed their retention periods as
				established under
				RCW
				 40.14.050 through
				40.14.070.
(3) Record authentication functions as needed
				to meet legal, audit, and administrative requirements including automatic,
				computer-generated maintenance of the date and time of record creation or
				updating, the identity of the user or system that created or updated the
				record, and a system-enforced log of disposition actions.
(4) Protection against unauthorized access to
				records by means of a password hierarchy or other system security.
(5) Indexing capabilities that provide
				flexibility in associating a record series with multiple subject categories,
				that facilitate access and retrieval, and that provide links to related records
				or supporting documentation.
Statutory Authority:
					 RCW
					 40.14.020(6). 00-20-038,
					 § 434-663-705, filed 9/28/00, effective
					 10/29/00.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › PROVISION FOR CONTINUED ACCESS › Section 434-663-710 - Defining indexing requirements

Current through Register Vol. 24-14, July 15, 2024
The selection of indexing methods and terms should be based
				  on an analysis of the retrieval requirements associated with a particular
				  application, and must ensure efficient and accurate retrieval of images and
				  information. The design and content of the index should utilize standard
				  attributes wherever available and take into account the security of the index
				  and the retrieval requirements of both current and future users of the records
				  including agency personnel, researchers, and the public.
Statutory Authority:
					 RCW
					 40.14.020(6). 00-20-038,
					 amended and recodified as § 434-663-710, filed 9/28/00, effective
					 10/29/00. Statutory Authority:
					 Chapter
					 40.14 RCW. 94-04-102,
					 § 434-663-410, filed 2/1/94, effective
					 3/7/94.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › PROVISION FOR CONTINUED ACCESS › Section 434-663-720 - Preservation strategy

Current through Register Vol. 24-14, July 15, 2024
For an electronic image system containing public records with
				  a retention period of ten years or longer or records containing archival
				  information, one or more of the following preservation strategies must be
				  employed:
(1) Retain the original
				paper documents;
(2) Microfilm the
				original documents;
(3) Migrate
				optical media and magnetic media at least every ten years or sooner as is
				necessary to avoid technical obsolescence, loss of readability, and excessive
				read error rates; or
(4) Record the
				electronic images on industry standard microfilm at the same density at which
				they were scanned.
Statutory Authority:
					 RCW
					 40.14.020(6). 00-20-038,
					 amended and recodified as § 434-663-720, filed 9/28/00, effective
					 10/29/00. Statutory Authority:
					 Chapter
					 40.14 RCW. 94-04-102,
					 § 434-663-420, filed 2/1/94, effective
					 3/7/94.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › PROVISION FOR CONTINUED ACCESS › Section 434-663-730 - Header information on image files

Current through Register Vol. 24-14, July 15, 2024
An electronic imaging system containing public records with a
				  retention period of ten years or longer or records containing archival
				  information must use a nonproprietary file header format such as Tagged Image
				  File Format (TIFF) or a header that complies with ANSI-AIIM MS53, File Format
				  for Storage and Exchange of Images, or Bi-level File Format: Part
				  1.
Statutory Authority:
					 RCW
					 40.14.020(6). 00-20-038,
					 § 434-663-730, filed 9/28/00, effective
					 10/29/00.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › PROVISION FOR CONTINUED ACCESS › Section 434-663-740 - Security backup copies

Current through Register Vol. 24-14, July 15, 2024
Security backup copies must be made of electronic imaging
				  system records stored on electronic media. The methods and frequency of backup
				  should be determined by the amount of information that would be lost if data
				  had to be restored using the previous backup. Since backup copies are also
				  subject to media failure, it is recommended that redundant (multiple) backup
				  copies be made and stored at different locations, with one copy stored offsite.
				  In order to ensure accessibility of data, at least one redundant backup copy
				  should be recorded in a nonproprietary format. Security backup copy media must
				  be inspected for quality using de facto or industry standards on a regular
				  schedule and replaced before predicted failure. If the primary backup copy of
				  an operational imaging system is found to deviate from the primary production
				  copy due to suspected corruption or read errors, the discrepancy must be
				  located and both the production and backup copies must be corrected to contain
				  accurate versions of the original images.
Statutory Authority:
					 RCW
					 40.14.020(6). 00-20-038,
					 § 434-663-740, filed 9/28/00, effective
					 10/29/00.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › PROVISION FOR CONTINUED ACCESS › Section 434-663-750 - Ensuring usability

Current through Register Vol. 24-14, July 15, 2024
At a minimum, the system must include an electronic error
				  checking utility that will check the integrity of the data when written to the
				  media.
Statutory Authority:
					 RCW
					 40.14.020(6). 00-20-038,
					 recodified as § 434-663-750, filed 9/28/00, effective 10/29/00. Statutory
					 Authority:
					 Chapter
					 40.14 RCW. 94-04-102,
					 § 434-663-450, filed 2/1/94, effective
					 3/7/94.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › PROVISION FOR CONTINUED ACCESS › Section 434-663-760 - Environmental standards or best practices for storage of electronic media

Current through Register Vol. 24-14, July 15, 2024
Electronic media should be stored in a dust-free environment
				  under the following environmental conditions:
(1) Temperature ranges meeting standards or
				best practices recommended for the media stored;
(2) A relative humidity range meeting
				standards or best practices recommended for the media stored;
(3) Media should be stored in a closed
				container to protect from dust and fingerprints; and
(4) Magnetic tape should be rewound in
				accordance with de facto or industry standards, or to best practices.
Statutory Authority:
					 RCW
					 40.14.020(6). 00-20-038,
					 § 434-663-760, filed 9/28/00, effective
					 10/29/00.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › PROVISION FOR CONTINUED ACCESS › Section 434-663-770 - Continued access to data

Current through Register Vol. 24-14, July 15, 2024
If access to data in an existing electronic imaging system
				  cannot be maintained for the specified retention period of the records stored
				  in that system, the images must be migrated, without loss to the images or
				  indexes, at the time of acquisition or implementation of a new system. Access
				  to electronic data which has not been migrated to a new system requires
				  preserving the data, the storage medium in which the data is kept, and whatever
				  hardware, operating system, and applications software is needed to view and use
				  the data.
Statutory Authority:
					 RCW
					 40.14.020(6). 00-20-038,
					 § 434-663-770, filed 9/28/00, effective
					 10/29/00.
Washington Administrative Code › Title 434 - Secretary of State › Chapter 434-663 - Imaging systems, standards for accuracy and durability › PROVISION FOR CONTINUED ACCESS › Section 434-663-780 - Data conversion costs

Current through Register Vol. 24-14, July 15, 2024
The adoption of new electronic imaging systems may require
				  significant expenditures for conversion of information maintained in existing
				  electronic formats to the formats required by new imaging systems. System
				  planning should include analysis of future information access, maintenance,
				  data conversion, and security costs.
Statutory Authority:
					 RCW
					 40.14.020(6). 00-20-038,
					 § 434-663-780, filed 9/28/00, effective
					 10/29/00.