AG 2012 11 19 - Laserfiche WebLink

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DCR- DHR- ARS- GRB -RC 10 (rev.5 /02) Reproduce this form as needed. North Carolina Department of Cultural Resources Division of Historical Resources Government Records Branch Self- Warranty: Electronic Records Identification of Originating Government Office and Specified Records Type of Government Office: County ( ) Municipal ( ) State Agency () *Other( ) For Other, enter name of "parent" agency unless unassigned *Other includes assigned and unassigned offices (authorities, boards, bureaus, commissions, councils etc.) County /Agency: Name of Office: Address: Telephone: (_) Fax: (_) E -mail address: I certify to the best of my knowledge and belief that the records created or duplicated by electronic means in the aforementioned office are prepared in accordance with the suggested guidelines as indicated by the following statements. • Quality - Records are legible, accurate, and complete. • The records are produced or reproduced as part of a regularly conducted activity. • Detailed, documented procedures are in place and followed when the records are created, copied, modified, or duplicated. • The person(s) who creates, copies, modifies, or duplicates the records receives formal training on detailed system procedures prior to records preparation. • Details of the training received are adequately documented through written policies and procedures. • Training records are signed by employee after receiving training. • Audit trails document the individual(s) who creates, duplicates, modifies, or otherwise prepares the records, what they do in the process, when they do it, and describe the results. • Audits — • are performed periodically to confirm that the process or system produces accurate results. • confirm that procedures actually followed are in accordance with procedure stated in the procedure's documentation. • are preformed routinely on documents to ensure no information has been lost. • performed by an independent source (i.e., persons other than those who create the records or persons without an interest in the content of the records. Acceptable source may include different department or authorized auditing authority). o are adequately documented. • The process or system hardware and software are adequately documented. • Back up procedures are in place and comply with best practices, as established by the Department of Cultural Resources. • Successful disaster recovery back up is completed at least once every two years. Furthermore, I certify to the best of my knowledge and belief that this agency will comply with the best practices and standards established by the Department of Cultural Resources as published on its website. I certify that this agency has an established Electronic Records /Imaging Policy. Local Government Agencies: I certify that this agency will complete a "Request for Disposal of Original Records Duplicated by Electronic Means" for each new records series converted from paper to electronic record. State Government Agencies: I certify that this agency will contact the Government Records Branch to amend the agency schedule to comply with the best practices and standards established by the Department of Cultural Resources. Signature of Official: Title of Official Name of Official: Date: 75 Attachment number 1 F -9 Page 175