Division of Library and Information Services
RULE NO.:RULE TITLE:
1B-26.003Electronic Recordkeeping
NOTICE OF CHANGE
Notice is hereby given that the following changes have been made to the proposed rule in accordance with subparagraph 120.54(3)(d)1., F.S., published in Vol. 47 No. 153, August 9, 2021 issue of the Florida Administrative Register.
(1) through (2) No change.
(3) Electronic recordkeeping systems and practices in use at the effective date of this rule that are not in compliance with the requirements of this rule may be used until the systems or practices are replaced or upgraded. New and upgraded electronic recordkeeping systems and practices created or implemented after the effective date of this rule shall comply with the requirements contained herein. If an agency cannot practicably achieve compliance with this section in relation to an upgraded system, the agency shall document the reason why it cannot do so.
(4) For the purpose of these rules:
(a) through (j) No change.
(k) “PPI” means pixels per inch and is the measurement of digital pixels on a screen or file
(l)(k) “Record copy” means public records specifically designated by the custodian as the official record.
(m)(l) “Geographic information system” means a computer system for capturing, storing, checking, integrating, manipulating, analyzing and displaying data related to positions on the Earth’s surface.
(n)(m) “Open format” means a data format that is defined in complete detail, allows transformation of the data to other formats without loss of information, and is open and available to the public free of legal restrictions on use
(o)(n) “Unicode” means the universal character encoding standard maintained by the Unicode Consortium, providing the basis for processing, storage and interchange of text data in any language in all modern software and information technology protocols.
(5) through (6) No change.
(7) Agencies shall implement the following procedures to enhance the legal admissibility of electronic records:
(a) through (c) No change.
(d) Professional engineer drawings and documents: Maintain in unaltered form a record copy of any and all documents signed, dated and sealed by a professional engineer prior to or upon submission to the agency. The record copy of signed, dated and sealed documents must be retained in unaltered form for the duration of the record’s retention period. This provision does not prohibit agencies from scanning the unaltered document and maintaining the scanned copy as the record copy.
(e) No change.
(8) For storing record copies of electronic public records throughout their life cycle, agencies shall select appropriate media and systems which meet the following requirements:
(a) through (d) No change.
(e) A scanning density with a minimum of 300 PPI (300 DPI) is required for scanned images created by the agency from hard copy permanent or long-term records.
(f) through (g) No change.
(9) through (11) No change.
