[Code of Federal Regulations]

[Title 36, Volume 3]

[Revised as of July 1, 2005]

From the U.S. Government Printing Office via GPO Access

[CITE: 36CFR1234.22]



[Page 903]

 

              TITLE 36--PARKS, FORESTS, AND PUBLIC PROPERTY

 

        CHAPTER XII--NATIONAL ARCHIVES AND RECORDS ADMINISTRATION

 

PART 1234_ELECTRONIC RECORDS MANAGEMENT--Table of Contents

 

Subpart C_Standards for the Creation, Use, Preservation, and Disposition 

                          of Electronic Records

 

Sec. 1234.22  Creation and use of text documents.



    (a) Electronic recordkeeping systems that maintain the official file 

copy of text documents on elecronic media shall meet the following 

minimum requirements:

    (1) Provide a method for all authorized users of the system to 

retrieve desired documents, such as an indexing or text search system;

    (2) Provide an appropriate level of security to ensure integrity of 

the documents;

    (3) Provide a standard interchange format when necessary to permit 

the exchange of documents on electronic media between agency computers 

using different software/operating systems and the conversion or 

migration of documents on electronic media from one system to another; 

and

    (4) Provide for the disposition of the documents including, when 

necessary, the requirements for transferring permanent records to NARA 

(see Sec. 1228.270 of this chapter).

    (b) Before a document is created electronically on electronic 

recordkeeping systems that will maintain the official file copy on 

electronic media, each document shall be identified sufficiently to 

enable authorized personnel to retrieve, protect, and carry out the 

disposition of documents in the system. Appropriate identifying 

information for each document maintained on the electronic media may 

include: office of origin, file code, key words for retrieval, addressee 

(if any), signator, author, date, authorized disposition (coded or 

otherwise), and security classification (if applicable). Agencies shall 

ensure that records maintained in such systems can be correlated with 

related records on paper, microform, or other media.



[55 FR 19218, May 8, 1990, as amended at 60 FR 44641, Aug. 28, 1995; 66 

FR 27028, May 16, 2001]