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.g~ncnts 5hall pres~~priale I'ec(ll'd s mail1leA8ACe program se. li'Hll:e8tHplete <br />r-el;· I' !!HtI:e-I+~kef.w.i.se-i-4eA .. ,j.fte4-afld'"P'I'eSef¥edrl;e£-oI'4reAtrhe4fntfl ~e ~:eetle . A~ <br />~i+i~ffiA-aAcl~1-teR-efl)ermal'teFl', e!iSenlialaAtl/or lIrol1ityal reeord~i ere faQilitatea. and <br />'l*ffl'lfltHffi~~8RtF~!s-a ' j:tl~'Si =a-j.1 ' H.~~etTeniettl~gl'egak*. <br />2. MaiAtain records in their enl-irety <br />J..:--~flHl ~s}l.)f.H~}€ke&t:ti'i4;: <br />rganile reeoHis for ea5~' r-eea+~ <br />~i~I;~I'eeeElttres-aHa..a€l-Hef~~' <br />3.2.1 Electronic Records <br />Unless otherwise noted, records retention requirements apply to all electronic information <br />systems. This section discusses specific aspects of electronic records retention: <br />I. Original format: all electronic records must be kept in the record's original format. This <br />demonstrates the authenticity of the record, maintains the context o f the record, and <br />preserves both the record and its metadata. <br />2. Conversion: conversion of a primary record from one data format to another is allowable <br />only ifthe need for conversion and method is documented and all original metadata is <br />preserved. Examples of when this is appropriate include new versions of software from <br />the same vendor or moving from software of one vendor to that of another. Converting to <br />a different format does not change any retention requirements. If a paper ree I'd has a 6 <br />Veal' retent ion beginning 4/112 015 \ hen it was rec i ed b . the county. canning that <br />pi cc r naner t an image n 3/112 17 doc. n l change the retention requirement: th <br />canl1,.;d do ullll:O nll1as the original 6 veal' retention fj-om 4/1/2 15A+a-r~9f4.+1a, a 5 year <br />feteI~t:ion aRa the origina4-fe.fmat is panef;-SeAA-Afag ,thElf f1iece of paper t:e AA il1~Age dees <br />H Kftooge the ra~+J...fta5 a5 yeaF fet~ I'l \,ruU:e. COI~~e1~e*,nelll ('f:Jal <br />~li\~ fI' re~lTttefH-e -£r;f;IE1-~~1'I k.4ttlHg~~le-rot.~=t-ef..l-li ~'6I'EI-efef.\t-eG-ifl <br />~\l(:Wth <br />3. External systems: Kittitas County departments with access to external electronic systems" <br />e.g. OUl'ts ( • JlS) and law cnforcc.!-m nl O<I r M. pillman), shall ensure that <br />county records sent or received on these system ~ ~,Af} c.-J~.st,-+aw <br />~-(KrITCOM gpillHlafl1 are preserved in an appropriate manner prior to <br />being sent to such systems to the extent necessary to retain those records and access to <br />them as may be required by law including applicable retention schedules. <br />4. County systems: Kittitas County IT is responsible for maintaining the county network <br />and its storage devices. The primary record holder is responsible for maintaining and <br />retaining their records within that system . Electronic backups of county systems are short <br />term and for disaster recovery only, and as such shall not be relied upon for records <br />management and retention. <br />3.3 Disposition of Public Records