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RULE §6.96 Maintenance of Electronic Records Storage Media

Published: 2015

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(a) If an agency has a storage room for magnetic tape, it must
be maintained within 65 degrees Fahrenheit to 75 degrees Fahrenheit, and 30%
to 50% relative humidity.
(b) A random sample of all magnetic tapes stored in tape libraries
must be read annually to identify any loss of data and to discover and correct
the causes of data loss according to the following:
  (1) at least a 5% sample or a sample size of 50 magnetic tapes,
whichever is less, must be tested for read errors;
  (2) tapes with unrecoverable errors must be replaced and the
data must be restored to the extent possible; and
  (3) all other tapes which might have been affected by the same
cause (i. e. poor quality tape, high usage, poor environment, improper handling)
must be read and corrected.
(c) A state agency must establish a schedule for recopying
electronic state records maintained on electronic media to ensure that no
information is lost.
(d) Electronic state records maintained on floppy disks (diskettes)
must be recopied a minimum of once a year.
(e) Electronic storage media must have an external label or
an index, such as electronic records systems utilizing automated disk/tape
library management systems, that includes the following information:
  (1) name or other identifier of the organizational unit responsible
for the records;
  (2) descriptive title of the contents;
  (3) dates of creation and authorized disposition date;
  (4) security classification;
  (5) identification of the software (to include specific application
if appropriate) and hardware used; and
  (6) operating system title and version.
(f) The following standards must be met for electronic records
stored as digital images on optical media.
  (1) A non-proprietary image file header label must be used,
or the system developer must provide a bridge to a non-proprietary image file
header label, or the system developer must supply a detailed definition of
image file header label structure.
  (2) The system hardware and/or software must provide a quality
assurance capability that verifies information written to the optical media.

  (3) Scanned image quality must be evaluated according to the
standard procedures in American National Standard
for Information and Image Management-Recommended Practice for Quality Control
of Image Scanners (most current version of ANSI/AIIM MS44).
  (4) A visual quality control evaluation must be performed for
each scanned image and related index data.
  (5) A scanning resolution with a minimum of 200 dots per inch
is required for recording documents that contain no type font smaller than
six point.
  (6) For documents with a type font smaller than 6 point, scanning
resolution must be adequate to ensure that no information is lost.
  (7) The selected scanning resolution must be validated with
tests on actual documents.
  (8) The use of the International Telecommunication Union-Technical
(ITU-T) Group 3 or Group 4 compression techniques is required for document
images without continuous tonal qualities. If use of a proprietary compression
technique is unavoidable, the vendor must provide a gateway to either Group
3 or Group 4 compression techniques.

Source Note: The provisions of this §6.96 adopted to be effective December 6, 2000, 25 TexReg 11935