[Where the practice is different from the above statement, amend as appropriate. Add details of other procedures in place for vital records, e.g. a register of vital records, whose responsibility, review of the status of vital records at regular intervals e.g. annually]. Backup Procedures for Electronic Records Electronic records of the <LG> are backed up daily/weekly/monthly/six monthly. The back-ups are stored offsite [delete/alter as appropriate]. [Provide details of tape rotation, how long backups are retained (e.g. before being overwritten) and processes for testing (e.g. that backups were completed successfully and that information is retrievable over time).] Preservation of Electronic Records The <LG> has implemented the following processes to ensure that electronic records are accessible and readable for as long as required: as appropriate] Media used to store electronic information is periodically checked [include frequency] to ensure the information is accessible and readable; Digital storage media, including removable storage devices, is refreshed as necessary to prevent data loss [include a brief description of the process]; and Electronic records requiring long term retention are maintained in an appropriate format for long term preservation [include a brief description of the process]. Security The following security measures have been implemented by the <LG> to prevent unauthorized access to records: Hard copy records are stored in a locked/secure room accessible only to records staff. A bar code system is in place to enable the tracking of records. [Amend as appropriate]. Hard copy records stored offsite are located at [insert details, whether or not at a commercial facility, and describe conditions]. Electronic records have varying degrees of access depending on delegations assigned to staff within the organization. Electronic records are backed up on a regular basis as described previously. Access to server rooms is restricted to authorized staff using swipe card access. [Amend as appropriate] [Add other relevant security measures which are in place in the local government agency.] Storage Reviews The records storage facility(ies) utilised by the <LG> are reviewed regularly [state how often] to ensure that conditions are appropriate for the organization’s records. [Provide
[Where the practice is different from the above statement, amend as appropriate. Add details of other procedures in place for vital records, e.g. a register of vital records, whose responsibility, review of the status of vital records at regular intervals e.g. annually]. Backup Procedures for Electronic Records Electronic records of the <LG> are backed up daily/weekly/monthly/six monthly. The back-ups are stored offsite [delete/alter as appropriate]. [Provide details of tape rotation, how long backups are retained (e.g. before being overwritten) and processes for testing (e.g. that backups were completed successfully and that information is retrievable over time).] Preservation of Electronic Records The <LG> has implemented the following processes to ensure that electronic records are accessible and readable for as long as required: as appropriate] Media used to store electronic information is periodically checked [include frequency] to ensure the information is accessible and readable; Digital storage media, including removable storage devices, is refreshed as necessary to prevent data loss [include a brief description of the process]; and Electronic records requiring long term retention are maintained in an appropriate format for long term preservation [include a brief description of the process]. Security The following security measures have been implemented by the <LG> to prevent unauthorized access to records: Hard copy records are stored in a locked/secure room accessible only to records staff. A bar code system is in place to enable the tracking of records. [Amend as appropriate]. Hard copy records stored offsite are located at [insert details, whether or not at a commercial facility, and describe conditions]. Electronic records have varying degrees of access depending on delegations assigned to staff within the organization. Electronic records are backed up on a regular basis as described previously. Access to server rooms is restricted to authorized staff using swipe card access. [Amend as appropriate] [Add other relevant security measures which are in place in the local government agency.] Storage Reviews The records storage facility(ies) utilised by the <LG> are reviewed regularly [state how often] to ensure that conditions are appropriate for the organization’s records. [Provide
rkp_amended_plan_template_local_government_oct2016.docx