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Faqs (FAQ) about NARA’s Digitization Regulation

dimanche, novembre 17th, 2019

Faqs (FAQ) about NARA’s Digitization Regulation

The thing that was the amendment to your digitization legislation?

On April 10, 2019, NARA published an improvement to your Electronic Records Management regulation (last guideline) in 36 CFR Chapter XII, Subchapter B, component 1236 with the addition of a unique Subpart D – Digitizing Temporary Federal Records. The amended legislation can be obtained at effective at the time of May 10, 2019.

Subpart D applies to records that are temporary no matter structure. The regulation doesn’t address digitization and yet disposition procedures for permanent documents.

Exactly why is NARA issuing a regulation on digitizing documents?

In 2014, the Federal Records Act, 44 U.S.C. § 3302, had been amended by Public Law 113-87 and needed NARA to promulgate laws establishing “standards for the reproduction of records by photographic, microphotographic, or electronic procedures having a view into the disposal regarding the initial documents.” Or in other words, the law needed NARA to produce standards for digitizing records in a legislation to ensure agencies can destroy initial supply documents.

May agencies destroy short-term initial supply documents that they will have digitized?

If agencies validate they may destroy the original source records pursuant to an appropriate NARA-approved disposition authority that they digitized temporary records according to the standards in this regulation.

How can agencies validate they have digitized short-term records based on this regulation’s criteria?

Agencies may develop or follow their own validation procedure. But, the procedure must add a way for checking that the digitized variations of short-term documents capture all information within the original source documents, including most of the pages or any other sources (such as for instance envelopes, cards, or gluey records), and therefore the agency may use the digitized variations for similar purposes while the initial supply documents, like the capacity to verify deals and tasks. (suite…)