Administrative
Order 04-5: In
Re: Retention of County Documents
Whereas,
by order of the Supreme Court and pursuant to Idaho Code section 1-907, the
Administrative Judge in each judicial district has been granted administrative
supervision and authority over the courts in their respective districts; and
Whereas,
Idaho Code section 9-331A provides that county officers required or authorized
to maintain original documents may replace original documents by recording the
same on media other than paper or by electronic means; and
Whereas,
Idaho Code section 9-331A further provides that after original documents have
been retained in another form pursuant to its provisions, the documents from
which such records were retained may be disposed of or returned to the sender;
and
Whereas,
Idaho Code section 9-332 provides that such disposition or destruction of
documents, plats, papers, written instruments, or books reproduced as provided
in Idaho Code section 9-331 may only take place upon order of the district
court having jurisdiction when the document is at least one (1) year old,
provided that sixty (60) days notice is given to the Idaho Historical Society
prior to the destruction of the document; and
Whereas,
there is limited amount of space available to store documents at the Canyon
County Courthouse and the other offices of
Whereas,
1.
Original
documents may only be reproduced by scanning said documents into the County
computer system.
2.
Scanned
images shall be written to redundant hard drives that are write-protected from
end users so that they can only write new information and read existing
information. End users will not be able to modify or delete images.
3.
Paper
documents that have been scanned will not be destroyed until the document is at
least one (1) year old and until sixty (60) days notice is given to the Idaho
Historical Society of the planned destruction of the document.
4.
Archive
backups on electronic media will be made every month during the first weekend
of that month. These backups will include all scanned images and the paperclip
database.
5.
After
the backup is made, the electronic media containing this data will be
physically removed from the backup library system and stored in a bank safety
deposit box for a period of six (6) months. Each month the entire database will
be backed up onto electronic media. The purpose of maintaining six (6) monthly
copies of the database is to provide redundancy in order to protect against
inadvertent loss of data. The monthly backup will copy the entire database as
it exists at that time and will not be limited to the data added or changed for
just that past month.
6.
In
addition to the above, a set of changes to the system will be backed up every weeknight.
These will accumulate throughout the month so that every night includes all
changes that have been made since the previous monthly archive. The nightly
backups will stay in the backup library system to be reused after a period of
four (4) weeks.
7.
In
addition to the above, a backup will run every weekend to an online remote
location. This backup will include all images and the paperclip database and is
retained for at least one (1) week so that the following week’s backup is
complete before the backup from the previous week is overwritten.
Therefore,
It Is Hereby Ordered that on an ongoing basis and without further order from
this Court, Canyon County, its elected officials, and its various departments
may, upon resolution of the Canyon County Board of Commissioners, destroy any
and all original documents which they are required or authorized to maintain by
law, after the original documents have been replaced, retained, and preserved
pursuant to the procedures as described above, in accordance with the
requirements of Idaho Code 9-331A and 9-332.
It
Is Further Ordered that the time and notice requirements of Idaho Code section
9-332 shall be complied with prior to the destruction of any of the above
documents.
Dated this 24th day of August, 2004.
Signed by James C.
Morfitt, Administrative District Judge
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