Digital Images Migration Plan Policy City of Tigard
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I. Purpose
To identify which public records scanned into the Laserfiche digital imaging system can be considered the
official copy and to set forth a migration process for records with a retention period 99 years and less.
II. Electronic Records Management
In accordance with ORS 192.420, the City of Tigard maintains all public records and makes accessible to the
public any nonexempt public record. In addition,in accordance with ORS 192.050,with approval of the
proper budgetary authority, all records captured by a digital imaging system shall be deemed an official copy;
and a transcript, exemplification, or certified copy of any such reproduction shall be deemed a transcript,
exemplification or certified copy of the original. The state archivist directed that a policy be put in place to
authorize the use of digital images as official copies. The following policy allows certain documents that
have been scanned into a digital imaging system to be considered originals and the official copy for the
purpose of retention and inspection of those records.
• Public Records with a retention period of less than 1 to 10 years will be considered to be the official
copy once scanned and later verified that the image was actually captured into the current citywide
digital imaging system. The current citywide digital imaging system will be the system implemented
by the Information Technology Division.
• Public records with a retention period of 11 to 99 years will be considered to be the official copy
once scanned and later verified that the image was actually captured into the current citywide digital
imaging system with the understanding that the City of Tigard must have in writing a data migration
plan indicating how we will move the information in the current citywide digital imaging system, to
new software and/or hardware without loss of information. The city will also migrate any images
and/or information stored on CD's, DVD's, tapes, or other output devices once every 10 years or 1
year prior to vendor claim to playback stability,whichever is shorter.
• Public records with a permanent retention period or a retention period equal to or more than 100
years may be imaged but must also be retained in paper or microfilm format unless an approved
exemption has been received for the record category from the state archivist.
III. Migration Plan
All documents with a retention period of 11 to 99 years shall be documented and filed as specified by the
city recorder. The documentation shall include:
• Date the document is scanned into the current citywide digital imaging system,
• Retention period of the official copy document,
• Date the document's retention period ends (date document can be destroyed),
•The metadata used in the system such as document name and type.
City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 503-639-4171 1 www.tigard-or.gov
I:\RECORDS\Forms-Instructions\Final Draft Digital Images Migration Plan Policy.docx
City of Tigard
CITY RECORDER/RECORDS
Digital Images Migration Plan Policy
In accordance with OAR 166-017-0050(2)(d) digital imaging system storage media shall be inspected
annually. This inspection will be done by the Information Technology Division to determine whether the
digital image needs to be transferred to another medium. If it is determined that the record must be
transferred to another medium, the contents of the entire record must be intact and unchanged.
IV. Backup Technology Background
The City will use current and modern backup technology for backing up servers and data. Currently the City
does not separate different types of servers to have a different retention policy for backups,but may in the
future change that policy. Backups are kept to aid in recovering information that is inadvertently deleted,
corrupted or destroyed. Deletion from the backup technology does not require a Records Department
destructions sheet per OAR 166-005-0010.
VI. Notifications
All requests that backup data is not to be re-used or destroyed will be in writing or emailed to the IT
Manager, Records and the Central Services Director. Notifications that backup data may be re-used or
destroyed should also be in writing and emailed or delivered to the IT Manager, Records and the Central
Services Director.
When requests are received from any department not to destroy backup data until further notice, IT will
cease re-using or destroying backup data from the digital backup infrastructure.
Once IT receives notification that backup data technology may be re-used or destroyed or that data may
again be deleted from the backup infrastructure, IT will notify Records and the Central Services Director in
writing that IT has resumed the standard backup policy.
VII. Data Migration Plan
It is the policy of the City of Tigard that all electronic data will be preserved as required by Oregon, Public
Records and Archiving statutes. In support of this policy goal, all digital backup data is maintained on local
storage devices or by the responsible contracted vendor. This data is backed up with modern technology on
a regular basis,in order to ensure the integrity of the data store. City servers utilize redundant storage
technology,which protects data from single point of failure. The City maintains a secondary backup
infrastructure offsite which ensures replicated data from the primary site to the off site location to ensure no
single point of failure for backup.
The city does not utilize any optical drives,removable media, thumb drives, jump drives, CD-ROM or
DVD media for long-term storage or for archival purposes.
The city has created an online electronic data repository for storing TIFF and PDF images of documents
and photographs. This image repository is one of the most critical data stores maintained by the city. These
Cityof Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 1 503-639-4171 1 www.tigard-or.gov
I:\RECORDS\Forms-Instructions\Final Draft Digital Images Migration Plan Policy.docx
City of Tigard
CITY RECORDER/RECORDS
Digital
Im,.. ages Migration Plan Policy
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images are stored on industry-standard servers,backed up to industry standard backup infrastructure, and
the image format itself is an industry standard TIFF and PDF image. Existing city scanning practices and
hardware capabilities is to be at 300 dpi which meets or exceeds published OAR 200 dpi resolution
requirements. NTFS level security practices protect the TIFF and PDF images from manipulation or
erasure. SQL-Server security protects the metadata from corruption or manipulation. Off-site redundant
backup infrastructure protects the image repository from catastrophic water or fire damage. When current
server technology eventually becomes obsolete, the city will migrate the entire electronic image repository to
the replacement technology. The city will never allow this critical image repository to lapse or become
"stale" technically.
VIII. Approval
Approved by: on this day of bcgivL, 2016.
N e and Title, Oreg n State Archives
Approved by: on this 23 day of au , 2016.
Name and Title, City of Tigard
Originated on this�2 r daof - M t,r• 2016.
Reviewed with without chane on this' day of m P , 201 bv,
Name and Title
City of Tigard 1 13125 SW Hall Blvd.,Tigard, OR 97223 503-639-4171 1 www.tigard-or.gov
I:\RECORDS\Forms-Instructions\Final Draft Digital Images Migration Plan Policy.docx