Oregon Secretary of State, Archives Division

Rule Rule 166-017-0045
Electronic Record as Official Copy of a Public Record


Electronic records (including digital images) may serve as the official copy of a public record under the following conditions:

(1)

Public records with a scheduled retention period of less than 100 years may be stored exclusively on electronic records systems and media provided that the standards and requirements specified in OAR 166, Division 17 are met.

(2)

Public records with a scheduled retention period of 100 years or more may be stored on electronic records systems provided that the original records are retained in hard copy or on microfilm for the entire scheduled retention period, and in compliance with OAR 166.

(3)

Agencies may petition the State Archivist in writing for exceptions to 166-017-0045 (Electronic Record as Official Copy of a Public Record)(2) for public records meeting specific preservation requirements. The petition must specify whether the records are stored in a DoD 5015.2 certified system and state the file format for the records. The State Archivist will either grant or deny the request based on the information provided.

(4)

At a minimum, records stored in an electronic format, with a scheduled retention period of 100 years or more must be maintained in accordance with one of the following:

(a)

TIFF 6.0 (with Intel byte order) specification (June 3, 1992), which is hereby incorporated by reference and made a part of this rule. This specification is available from Adobe Systems Incorporated, 345 Park Avenue, San Jose, CA 95110-2704.

(b)

ISO 32000-1 2008 PDF specification which is hereby incorporated by reference and made part of this rule. This specification is available from Adobe Systems Incorporated, 345 Park Avenue, San Jose, CA 95110-2704.

(c)

ISO/IEC 11172-3 1993 MPEG Layer III Audio Encoding (MP3) specification which is hereby incorporated by reference and made part of this rule. This specification is available from the International Organization for Standardization, Geneva, Switzerland.

(d)

ISO/IEC 14496-14 2003 MPEG 4 File Format (MP4), Version 2 specification which is hereby incorporated by reference and made part of this rule. This specification is available from the International Organization for Standardization, Geneva, Switzerland.
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Last accessed
Jun. 8, 2021