36 C.F.R. § 1234.22 Creation and use of text documents.
Title 36 - Parks, Forests, and Public Property
(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 §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]
Title 36: Parks, Forests, and Public Property
PART 1234—ELECTRONIC RECORDS MANAGEMENT
Subpart C—Standards for the Creation, Use, Preservation, and Disposition of Electronic Records
§ 1234.22 Creation and use of text documents.
