N.J. Admin. Code § 15:3-4.4

Current through Register Vol. 56, No. 21, November 4, 2024

Section 15:3-4.4 - System administration

(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.

(d) Disaster recovery plans and procedures shall be established pursuant to 15:3-4.11for all image processing systems used for keeping public records. Disaster recovery plans and procedures shall be reviewed and updated at least annually.

(e) Security copies of public records on optical disks or other media shall be stored in secure and suitable facilities according to record storage rules promulgated by the State Records Committee.

(f) Appropriate schedules for reviewing, testing, and recycling media containing images and associated indices (that is, replacing old media with new) shall be established and strictly adhered to whenever it is determined to be necessary for continued preservation of electronic records.

1. Byte error rates (BER) shall be reviewed periodically to evaluate deteriorating data on optical disks and magnetic media, as feasible.

2. Imaging systems shall be capable of detecting and correcting errors automatically to avoid losing the ability to read them.

(g) Imaging systems shall produce a standard set of reports for capacity, monitoring, maintenance, auditing, security, and system operations management. Systems shall also be capable of creating and producing customized management reports.

(h) An agency may use more than one image processing system.

1. If an agency uses more than one imaging system, each system must meet all the requirements for imaging processing systems established in this subchapter.

2. If an agency ceases to maintain the hardware and software necessary to satisfy the conditions of the standards, procedures, and rules, the agency shall seek to have the existing imaged records converted to a format compatible with a compliant imaging system as soon as possible. Agencies should avoid the continued use of obsolete or non-conforming systems.

(i) If images of records of a State or local government agency are stored or maintained for access or archival storage by a vendor or third party:

1. The contract with the vendor for such services must recognize that:

i. Legal ownership and custody or such records and associated indices remain with the government agency;

ii. The vendor or third party assumes physical custody of the records and responsibility for security, storage and maintenance of the same in accordance with this chapter and State retention schedules;

iii. Adequate backup and disaster recovery measures and procedures will be provided to insure the preservation of public records in their care; and

iv. The contract shall include provisions for return of the images and associated indices to the government agency or other recipient designated by the agency if the vendor or third party holding the images, changes or defaults on the provisions of the contract, goes out of business, or changes ownership; and

2. The government agency must provide for a redundant copy of the images of their records and associated indices. Such copies shall be held by their agency or a third party to insure the preservation, security and authenticity of such records.

i. The third party for such services may be either a public or private agency.

ii. If a third party is selected for such services the contract between the agency and the third party shall provide for the same safeguards as those provided for in a contract with a vendor pursuant to the provision in (i)1 above.

N.J. Admin. Code § 15:3-4.4

Amended by47 N.J.R. 1345(b), Effective 6/15/2015