HomeMy WebLinkAboutDocumentation_Regular_Tab 06_01/08/2015 VILLAGE CLERK'S OFFICE
� AGENDA ITEM ROUTING SHEET
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Meeting Date: Meeting Type: Regular Ordinance #:
1/8/15 Consent Agenda: No Resolution #: 2-15 (Amending 31-08)
Originating Department: Village Clerk
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RESOLUTION NO. 2-15, A RESOL��:T`.�.����_ �� � �:-:� � _�� _ � � _ �� _� � �. ;-�;; °�/ILLAGE OF
TEQUESTA, PALM BEACH COUNTY, FLORIDA, AMENDING RESOLUTION 31-08 AND
PROVIDING FOR ACCESS TO PUBLIC RECORDS BY REMOTE ELECTRONIC MEANS IN
ACCORDANCE WITH THE REQUIREMENTS OF CHAPTER 119, FLOR/DA STATUTES; FURTHER
APPROVING THE KEEPING AND MAINTAINING OF THE VILLAGE'S RECORD (MASTER) COPY
DOCUMENTS ON ELECTRONIC MEDIA, NAMELY THE VILLAGE'S LASERFICHE IMAGING
SYSTEM AND CITIZENSERVE
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Account #: Amount of this item:
Budgeted amount available: Amount remaining after item:
Budget transfer required: Appropriate Fund Balance:
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Attachments:
1. Resolution 2-15
2. FAC Rule 1B-26.003 Electronic Recordkeeping
3. Verification Email CitizenServe complies with FAC Rule 1 B-26.003
4. Verification Email from Municode Noting Legistar-Granicus is not an official electronic
recordkeeping system
5. Resolution 31-08
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Department Head �;� , -� , - —�
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Legal (for legal sufficiency)
Finance Director or Representative
Reviewed for Financial Sufficiency
No Financial Impact
Village Manager: �
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Submit for Council Discussion: �.� ��
Approve Item:
Deny Item:
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Form Amended: 10/30/14
RESOLUTION NO. 2-15
A RESOLUTION OF THE VILLAGE COUNCIL OF THE VILLAGE OF
TEQUESTA, PALM BEACH COUNTY, FLORIDA, AMENDING
RESOLUTION 31-08 AND PROVIDING FOR ACCESS TO PUBLIC
RECORDS BY REMOTE ELECTRONIC MEANS IN ACCORDANCE
WITH THE REQUIREMENTS OF CHAPTER 119, FLOR/DA STATUTES;
FURTHER APPROVING THE KEEPING AND MAINTAINING OF THE
VILLAGE'S RECORD (MASTER) COPY DOCUMENTS ON
ELECTRONIC MEDIA, NAMELY THE VILLAGE'S LASERFICHE
IMAGING SYSTEM AND CITIZENSERVE, IN ACCORDANCE WITH THE
REQUIREMENTS OF F.A.C. RULE 1B-26.003; PROVIDING AN
EFFECTIVE DATE; AND FOR OTHER PURPOSES.
WHEREAS, Sec. 119.01(2)(e), Florida Statutes, provides that access to public
records by remote electronic means is an additional method of access that agencies,
including municipalities, should strive to provide, to the extent feasible; and
WHEREAS, the Village Council desires to provide, to the extent feasible, access
to public records by remote electronic means via the Village's Laserfiche imaging
system and Citizenserve; and
WHEREAS, Florida Administrative Code Rule 1 B-26.003 provides regulations
relative to electronic recordkeeping which are applicable to the Village; and
WHEREAS, said Rule provides that the records custodians for agencies,
including municipalities, may designate specific records as the official record, said
records being named the "record (master) copy"; and
WHEREAS, said Rule further provides that the record (master) copy may be
maintained and kept on electronic media so long as the enumerated requirements in
said rule are met; and
WHEREAS, the Village Council desires to approve the keeping and maintaining
of the Village's record (master) copy documents on electronic media, namely the
Village's Laserfiche imaging system and Citizenserve; and
WHEREAS, the Village has met all the requirements of the Florida Administrative
Code Rule 1 B-26.003 for maintaining and keeping record (master) copy documents on
electronic media.
1
NOW, THEREFORE, BE IT RESOLVED BY THE VILLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS FOLLOWS:
Section 1 The above recitals are true and correct, and are adopted and incorporated
herein.
Section 2 The Village Council of the Vi(lage of Tequesta hereby provides for and
approves, to the extent feasible, access to public records by remote electronic means
via the Village's LaserFiche imaging system and Citizenserve, as an additional method
of access.
Section 3 The Village Council of the Village of Tequesta hereby approves the
keeping and maintaining of the Village's record (master) copy documents on electronic
media, namely the Village's LaserFiche imaging system and Citizenserve. In
accordance with the requirements of F.A.C. Rule 1 B-26.003, all records imaged into the
Laserfiche imaging system and Citizenserve, are hereby classified as the official record
(master) copy and the records custodian in accordance with state law may dispose of
duplicates of such records.
Section 4 This Resolution shall take effect immediately upon adoption.
2
Attachment 2
FAC Rule 1B-26.003 Electronic
Recordkeeping
1B-26.003 Electronic Recordkeeping.
(1) PURPOSE. These rules provide standards for record (master) copies of public records which reside in electronic
recordkeeping systems. Recordkeeping requirements must be incorporated in the system design and implementation of new systems
and enhancements to existing systems. Public records are those as defined by Section 119.011(11), F.S.
(2) AUTHORITY. The authority for the establishment of this rule is Sections 257.14 and 25736(1) and (6), F.S.
(3) SCOPE.
(a)i. These rules are applicable to all agencies as defined by Section 119.011(2), F.S.
2. These rules establish minimum requirements for the creation, utilization, maintenance, retention, preservation, storage and
disposition of electronic record (master) copies, regardless of the media.
3. Electronic records include numeric, graphic, audio, video, and textual informarion which is recorded or transmitted in analog
or digital form.
4. These rules apply to all electronic recordkeeping systems, including, but not limited to, microcomputers, minicomputers,
main-frame computers, and image recording systems (regardless of storage media) in network or stand-alone configurations.
(b) Before existing records are committed to an electronic recordkeeping system, the agency shall conduct a cost benefit
analysis to insare that the project or system contemplated is cost effective.
(4) IN'TENT. Electronic recordkeeping systems in use at the effective date of this rule, that are not in compliance with the
requirements of this rule, may be used until the systems are replaced or upgraded. New and upgraded electronic recordkeeping
systems created after the effective date of this rule sha11 comply with the requirements contained herein. The Department is aware
that it may not be possible to implement this rule in its entirety immediately upon its enactment, and it is not the intent by this rule to
disrupt existing recordkeeping practices provided that agencies make no further disposition of public records without approval of the
Division of Library and Information Services of the Department of State. �
(5) DEFII�TITIONS. For the purpose of these rules:
(a) "ASCIP' means the American Standard Code for Information Interchange, a 7-bit coded character set for information
interchange which was formerly ANSI (American National Standards Institute) Standard X3.4 and has since been incorporated into
the Unicode standard as the fust 128 Unicode characters.
(b) "Database" means an organized collection of automated information.
(c) "Database management system" means a set of software programs that controls the organization, storage and retrieval of
data (fieids, records and files) in a database. It also controls the security and integrity of the da.tabase.
(d) "Digital signature" means a type of electronic signature (any letters, characters, or symbols executed with an intent to
authenticate) that can be used to authenticate the identity of the sender of a message or the signer of a document and to ensure that
the original content of the message or document that has been sent is unchanged. Digital signatures can be created through hashing
algorithms.
(e) "Electronic record" means any informa.tion that is recorded in machine readable form.
(fl "Electronic recordkeeping system" means an automated information system for the organized collection, processing,
transmission, and dissemination of information in accordance with defined procedures.
(g) "Hashing algorithm" (hash function, checksum) means a formula or procedure for checking that electronically transmitted
messages or documents have not been altered by transforming a string of characters into a usually shorter fixed-length "hash value"
or key that represents the original string. The receiver of the message can execute the same hashing algorithm as the sender and
compare the resulting hash values; any difference in the hash values indicates an alteration of the message or document sent.
Hashing algorithms can be used to create digital signatures.
(h) "System design" means the design of the nature and content of input, files, procedures, and output and their
interrelationships.
(i) "Permanent or long-term records" means any public records as defined by Section 119.011(11), F.S., which have an
established retention period of more than 10 years.
(j) "Record (master) copy" means public records specifically designated by the custodian as the official record.
(k) "Geographic information system" means a computer system for capturing, storing, checking, integrating, manipulating,
analyzing and displaying data related to positions on the Earth's surface.
(1) "Open format" means a data format that is defined in complete detail, allows transformation of the data to other formats
without loss of information, and is open and available to the public free of legal restrictions on use. An open format may be either
standards-based or proprietary.
(m) "Unicode" means the universal character encoding standard maintained by the Unicode Consortium, providing the basis for
processing, storage, and interchange of te�ct data in any language in all modern software and information technology protocols.
(6) AGENCY DUTIES AND RESPONSIBILITIES. Each agency shall:
(a) Develop and implement a program for the management of electronic records.
(b) Ensure that all records are included within records retention schedules, either by being included within an applicable General
Records Schedule, or by developing and obtaining approval for an individual agency-specific records retention schedule in
accordance with Rule 1B-24.003, F.A.C., Records Retention Scheduling and Dispositioning.
(c) Integrate the management of electronic records with other records and information resources management progra,ms of the
agency.
(d) Incorporate electronic records management objectives, responsibilities, and authorities in pertinent agency directives, or
rules, as applicable.
(e) Establish procedures for addressing records management requirements, including recordkeeping requirements and
disposition, before approving, recommending, adopting, or implementing new electronic recordkeeping systems or enhancements to
existing systems.
(� Provide training for users of electronic recordkeeping systems in the operation, care, and handling of the equipment,
softwaze, and media used in the system.
(g) Ensure that agency electronic recordkeeping systems meet state requirements for public access to records in accordance with
Chapter 119, F.S.
1. STANDARD. Each agency which maintains public records in an electronic recordkeeping system shall provide, to any
person making a public records request pursuant to Chapter 119, F.S., a copy of any data in such records which is not exempt from
disclosure by statute. Said copy shall be on paper, disk, tape, optical disk, or any other electronic storage device or media requested
by the person, if the agency currently maintains the record in that form, or as otherwise required by Chapter 119, F.S. Except as
otherwise provided by state statute, the cost for providing a copy of such data shall be in accordance with the provisions of Sections
119.07(4), F.S.
2. STANDARD. Except as otherwise provided by law, no agency shall enter into a contract with, or otherwise obligate itself to,
any person or entity for electronic recordkeeping hardware, soflware, systems, or services if such contract or obligation impairs the
right of the public under state law to inspect or copy the agency's nonexempt public records, or impairs the agency's ability to retain
the records in accordance with established records retention schedules.
3. STANDARD. In providing access to electronic records, agencies shall ensure that procedures and controls are in place to
maintain confidentiality for information which is exempt from public disclosure.
(7) DOCUMENTATION STANDARDS.
STANDARD. Agencies sha11 develop and maintain adequate and up-to-date technical and descriptive documentation for each
electronic recordkeeping system to specify characteristics necessary for reading or processing the records. Documentation for
electronic records systems shall be maintained in electronic or printed form as necessary to ensure access to the records. The
minimum documentation required is:
(a) A narrative description of the system, including all inputs and outputs of the system; the organization and contents of the
files and records; policies on access and use; security controls; purpose and function of the system; update cycles or conditions and
rules for adding information to the system, changing information in it, or deleting information; and the location and media in which
electronic records are maintai.ned and their retention requirements to ensure appropriate disposition of records in accordance with
Chapter 1B-24, F.A.C.
(b) The physical and technica,l characteristics of the records, including a record layout or markup language that describes each
file or field including its name, size, starting or relative position, and description of the form of the data (such as alphabetic, decimal,
or numeric), or a data dictionary or the equivalent information associated with a database management system including a
description of the relationship between data elements in databases;
(c) For information coming from geographic information systems, the physical and technical characteristics of the records must
be described including a data dictionary, a quality and accuracy report and a description of the graphic data structure, such as
recommended by the federal Spatial Data Transfer Standards; and
(d) Any other technical information needed to read or process the records.
(8) CREATION AND USE OF ELECTRO1�iIC RECORDS. Electronic recordkeeping systems that maintain record (master)
copies of public records on electronic media shall meet the following minimum requirements:
(a)1. Provide a method for all authorized users of the system to retrieve desired records;
2. Provide an appropriate level of security to ensure the integrity of the records, in accordance with the requirements of Chapter
282, F.S. Security controls should include, at a minimum, physical and logical access controls, backup and recovery procedures, and
training for custodians and users. Automated methods for integrity checking should be incorporated in all systems that generate and
use official file copies of records. Hashing algorithms and digital signatures should be considered for all official file copies of
electronic records. The use of automated integrity controls, such as hashing algorithms and digital signatures, can reduce the need
for other security controls. Hashing algorithms used to protect the integrity of official file copies of records should meet the
requirements of US Federal Information Processing Standard Publication 180-2 (FIPS-PUB 180-2) (August 1, 2002) entitled
"Secure Hash Standard," (or "Secure Hash Signature Standard") which is hereby incorporated by reference, and made a part of this
rule. This publication is available from the National Tecbnical Information Service (NTIS), 5285 Port Royal Road, U.S. Depar�inent
of Commerce, Springfield, VA 22161, and at the Internet Uniform Resource Locator: http://csrc.nist.gov/publications/fips/fips180-
2/fips 180-2.pdf. Agencies utilizing hashing algorithms shall only use validated implementations of hashing algorithms.
3. Identify the open format or standard interchange format when necessary to permit the exchange of records on electronic
media between agency electronic recordkeeping systems using different software%pera.ting systems and the conversion or migration
of records on electronic media from one system to another. For text records in the absence of other conversion capabilities, the word
processing or text creation system should be able to import and export files in the ASCII or Unicode format as prescribed by the
Unicode 5.0 Standard (or successor Unicode Standard), which is hereby incorporated by reference, and made a part of tl�is rule. This
publication is available from the Unicode Consortium, P. O. Box 391476, Mountain View, CA 94039-1476, and at the Internet
Uniform Resource Locator: http://www.unicode.org/book/bookform.html; and
4. Provide for the disposition of the records including, when appropriate, transfer to the Florida State Archives.
(b) STANDARD. Before a record (master) copy is created on an electronic recordkeeping system, the record shall be uniquely
identified to ena.ble authorized personnel to retrieve, protect, and carry out the disposition of records in the system. Agencies shall
ensure that records maintained in such systems can be correlated with any existing related records on paper, microfilm, or other
media.
(9) LEGAL AUTHENTICATION. Agencies sha11 implement the following procedures to enhance the legal admissibility of
electronic records: �
(a) Document that similar kinds of records generated and stored electronically are created by the same processes each time and
have a standardized retrieval approach.
(b) Substantiate that security procedures prevent unauthorized addition, modification, or deletion of a record and ensure systems
are protected against such problems as power interruptions.
(c) Identify the electronic media on which records ate stored throughout their life cycle, the maximum time span tha.t records
remain on each storage media, and the oflicial retention requirements as approved by the Division of Library and Information
Services.
(d) State agencies sha11, and other agencies are encouraged to, establish and maintain integrity controls for record (master)
copies of electronic records in accorda.nce with the requirements of Chapter 282, F.S.
(10) SELECTION OF ELECTRO1vIC RECORDS STORAGE MEDIA. For storing record (master) copies of electronic public
records throughout their life cycle, agencies shall select appropriate media and systems which meet the following requirements:
(a) Permit easy and accurate retrieval in a timely fashion;
(b) Retain the records in a usable format until their authorized disposition and, when appropriate, meet the requirements
necessary for transfer to the Florida State Archives.
(c) STANDARD. Agencies shall not use floppy disks, audio cassettes, or VHS-format video cassettes for the storage of record
(master) copies of permanent or long-term records. Permanent or long-term records on magnetic tape shall be stored on polyester-
based media. Agencies shall use only previously unrecorded audio or video tape for record (master) copies of permanent or long-
term audio or video recordings.
(d) STANDARD. A scanning density with a mininnum of 300 dots per inch is required for scanned images created by the
agency from hard copy permanent or long-term records.
(e) STANDARD. Record (master) copies of scanned images created by the agency from hard copy permanent or long-term
records must be stored in accordance v�+ith a published International Organization for Standardization (ISO) open standard image
format.
( fl The following factors are to be considered before selecting a storage media or converting from one media to another:
1. The authorized retention of the records as determined during the scheduling process;
2. The maintenance necessary to retain the records;
3. The cost of storing and retrieving the records;
4. The access time to retrieve stored records;
5. The portability of the medium (that is, selecting a medium that can be read by equipment offered by multiple manufaciurers);
and
6. The ability to transfer the information from one medium to another, such as from optical disk to magnetic tape.
(11) MAINTENANCE OF ELECTROTTIC RECORDS.
(a) STANDARD. Agencies shall back up electronic records on a regular basis to safeguard against the loss of information due
to equipment malfunctions, human error, or other disaster. Agencies shall maintain backup electronic recording media created for
disaster recovery purposes, and a11 preservation duplicates of permanent or long-term records, in an off-site storage facility, with
constant temperature (below 68 degrees Fahrenheit) and relative humidity (20 to 30 percent) controls. Storage and handling of
permanent or long-term records on magnetic tape shall conform to the standards contained in Standard AES22-1997 (r2003) "AES
recommended practice for audio preservation and restoration — Storage and handling — Storage of polyester-base magnetic tape"
(published 1997, reaffirmed 2003) which is hereby incorporated by reference and made a part of this rule. This publication is
available from the Audio Engineering Society, Incorporated, 60 East 42nd Street, Room 2520, New York, New York, 10165-2520,
and at the Internet Uniform Resource Locator: http://www.aes.org/publications/standards/search.cfin. If an agency cannot
practicably maintain backups and preservation duplicates as required in this section, the agency sha11 document the reasons why it
cannot do so. Other electronic records media should be stored in a cool, dry, dark environment when possible (maximum
temperature 73 degrees Fahrenheit, relative humidity 20-50 percent).
(b) STANDARD. Agencies shall annually read a statistical sample of a11 electronic media containing permanent or long-term
records to identify any loss of information and to discover and correct the cause of data loss.
(c) STANDARD. Agencies sha11 test a11 permanent or long-term electronic records at least every 10 years and verify that the
media are free of permanent errors. More frequent testing (e.g. at least every 5 years) is highly recommended.
(d) STANDARD. Agencies shall only rewind tapes i.mmediately before use to restore proper tension. When tapes with extreme
cases of degradation are discovered, they should be rewound to avoid more permanent damage and copied to new media as soon as
possible. Tapes shall be played continaously from end to end to ensure even packing. Tapes shall be stored so that the tape is all on
one reel or hub.
(e) STANDARD. Agencies sha11 prohibit smoking, eating, and drinking in areas where electronic records are created, stored,
used, or tested.
( fl STANDARD. External labels (or the equivalent automated management system) for electronic recording media used to store
permanent or long term records sha11 provide unique identification for each storage media, including:
1. The name of the organizational unit responsible for the data;
2. System title, including the version number of the application;
3. Special security requirements or restrictions on access, if any; and
4. Soflware in use at the time of creation.
(g) STANDARD. For all media used to store permanent or long-term electronic records, agencies shall maintain human
readable information specifying recording methods, formats, languages, dependencies, and schema sufficient to ensure continued
access to, and intellectual control over, the records. Additionally, the following information shall be maintained for each media used
to store permanent or long-term electronic records:
1. File title;
2. Dates of creation;
3. Dates of coverage; and
4. Character code/software dependency.
(h) STANDARD. Electronic records shall not be stored closer than 2 meters (about 6 feet, 7 inches) from sources of magnetic
fields, including generators, elevators, transformers, loudspeakers, microphones, headphones, magnetic cabinet latches and
magnetized tools.
(i) STANDARD. Electronic records on magnetic tape or disk shall not be stored in metal containers unless the metal is non-
magnetic. Storage containers shall be resistant to impact, dust intrusion and moisture. Compact disks shall be stored in hard cases,
and not in cardboard, paper or flimsy sleeves.
(j) STANDARD. Agencies shall ensure that record (master) copies of electronic records are maintained by personnel properly
trained in the use and handling of the records and associated equipment.
(k) Agencies shall establish and adopt procedures for external labeling of the contents of diskettes, disks, tapes, or optical disks
so that all authorized users can identify and retrieve the stored information. �
(1) Agencies shall convert storage media to provide compatibility with the agency's current hardware and software to ensure that
information is not lost due to changing technology or deterioration of storage media. Before conversion of information to different
media, agencies must determine that authorized disposition of the electronic records can be implemented after conversion.
Permanent or long-term electronic records stored on magnetic tape shall be transferred to new media as needed to prevent loss of
information due to changing technology or deterioration of storage media.
(12) RETEN'TION OF ELECTRONIC RECORDS. Each agency is responsible for ensuring the continued accessibility and
readability of public records throughout the entire life cycle regardless of the format or media in which the records are maintained.
Agencies shall establish policies and procedures to ensure that electronic records and their documentation are retained and accessible
as long as needed. These procedures shall include provisions for:
(a) STANDARD. Scheduling the retention and disposirion of all electronic records, as well as related access documentation and
indexes, in accordance with the provisions of Chapter 1B-24, F.A.C.
(b) STANDARD. Establishing procedures far regular recopying, reformatting, and other necessary maintenance to ensure the
retention and usability of the electronic records throughout their authorized life cycle.
(c) STANDARD. Transferring a copy of the electronic records and any related documentation and indexes to the Florida State
Archives at the time specified in the records retention schedule, if applicable. Transfer may take place at an earlier date if convenient
for both the agency and the Archives.
(13) DESTRUCTION OF ELECTROI�TIC RECORDS. Electronic records may be destroyed only in accordance with the
provisions of Chapter 1B-24, F.A.C. At a minimum each agency sha11 ensure that:
(a) Electronic records scheduled for destruction are disposed of in a manner that ensures that any information that is confidential
or exempt from disclosure, including proprietary or security information, cannot practicably be read or reconstructed, and;
(b) Recording media previously used for electronic records containing information that is confidential or exempt from
disclosure, including proprietary or security informa,tion are not reused if the previously recorded information can be compromised
in any way by reuse.
RulemakingAuthority 257.14, 257.36(1), 257.36(6) FS. Law Implemented 257.36(1)(a) FS. History—New 8-16-92, Amended 5-13-03, 5-21-08.
Attachment 3
Verification Email Citizen5erve
McWittiams, Lori complies with FAC Rule 1B-26.003
From: Gomberg, Brad
Sent: Tuesday, December 09, 2014 11:49 AM
To: English, Timothy; McWilliams, Lori; Lawrence, Gina
Subject: FW: Electronic Records
Please see the response below.
Thank you,
,�'����
Director of IT / IS
The Village of Tequesta
561-768-0554
561-222-6569 C.
www.tequesta.org
From: Julie Garvey Citizenserve fmailto:julieg@citizenserve.com] �� � �� �� � �
Sent: Tuesday, December 09, 2014 11:34 AM
To: Gomberg, Brad
Subject: FW: Electronic Records
Hi Brad,
We comply with the Florida Administrative Code. Please let me know if you need anything else.
Thanks,
Julie
From: Gomberg, Brad (mailto:bgombergCa�tequesta.or4] �� ^ ��� ���� �� ��l���M�____
Sent: Friday, December 05, 2014 1:16 PM
To: Julie Garvey Citizenserve; Daniel Burt
Subject: Electronic Records
Julie / Dan
As we are now storing electronic final copies of documents in Citizenserve, we need to verify that your systems comply
with the Florida Administrative Code. Can you please have the appropriate party review the attached requirements and
get back to me with the status of your systems as it relates to the code. It is very important that I receive a response
asap. Piease contact me with any questions.
Thank you,
1
Attachment 4
McWilliams, Lori Verification Email from Municode
Noting Legistar-Granicus is not an
s nm� �u sdayaDecember23� 2014 1 24tPMs.co o{�cial electronic recordkeeping system
To: McWilliams, Lori
Cc: Logan Di Liello
Subject: RE: Legistar - and Florida Administrative Code Rule 1 B-26.003
Lori,
, Merry Christmas!
I have reviewed the Rule, and I am not sure that it is applicable. Granicus/tegistar does not claim to be an official
Electronic Records Management system.
Is the better question: Will you still be archiving your agendas and Minutes and Agendas in LF? If so (To the best of my
knowledge, all of our customers that have both systems still archive to LF for their primary records management
system), then isn't Laserfiche the only system you have that has to be in line with the ruling?
Donny Barstow � President
MCCi
P: 850.701.0711
Email: dwb(a�mccinnovations.com
Website: www.mccinnovations.com
1�"6GC�
F�k' a
December is our annual Client Appreciation Month!
Register for free training webinars at www.mccinnovations.com/webinars
. . _.._..._._._........_._ ... .. .... .... _ ._ _ ,........_.. .____ _... .... ... . _. __ __. _ .. . ._ ...
From: McWilliams, Lori [mailto:lmcwilliams@teQUesta.or�l
Sent: Tuesday, December 23, 20141:00 PM
To: Donny Barstow
Subject: FW: Legistar - and Florida Administrative Code Rule 1B-26.003
Donny,
Can you verify that Legistar, like Laserfiche, meets the requirements of FAC Rule 1B-26.003.
This needs to go into my agenda packet that will go out Friday.
Please let me know.
Lori
From: McWilliams, Lori � � �_�""��""� ----___� �. ____�.�__.___
Sent: Tuesday, December 23, 2014 12:56 PM
To: 'Logan Di Liello'
Subject: FW: Legistar - and Florida Administrative Code Rule iB-26.003
Logan,
1
Please see email below -
I need to verify that Legistar, like Laserfiche, meets the requirements of FAC Rule 1B-26.003.
This needs to go into my agenda packet that wilt go out Friday.
Please let me know.
Lori
From: McWilliams, Lori _..__._._.�___._..._.�_._.._._.._.___�_____._.._....____...�___.__.._._ ..��._____._.___.�.._______
Sent: Thursday, December 11, 2014 11:16 AM
To: 'Logan Di Liello'
Su6ject: Legistar - and Florida Administrative Code Rule iB-26.003
Logan,
Please verify that Legistar, like Lase�che, meets the requirements of FAC Rule 1B-26.003.
Thank you,
Lori McWilliams
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2
Attachment 5
Resolufion 31-08
RESOLUTION NO. 31-08
A RESOLUTION OF THE ViLLAGE COUNCIL OF THE VILLAGE OF
TEQUESTA, PALM BEACH C4UNTY, FLORIDA, PROViDING FOR
ACCESS TO PUBLtC RECORDS BY REMOTE ELECTRONIC MEANS
{N ACCORDANCE WITH THE REQUIREMENTS G?F GHAPTER 119,
FLORlDA STATUTES; FURTHER APPROVlNG THE KEEPING AND
MAlNTAINING OF THE VILLAGE'S RECQRD (MASTER) COPY
DOCUMENTS ON ELECTR�NfC MEDIA, NAMELY THE VILLAGE'S
LASERF{CHE IMAGING SYSTEM, iN ACCORDANCE W(TH THE
REQUIREMENTS OF F.A.C. RULE 1 B-26,003; PROVIDtNG AN
EFFECTIVE DATE;10►ND FOR OTHER PURPOSES.
WHEREAS, Sec. 119.0'1(2)(e), Florida Statutes, provides that access to pubiic
records by remote electronic means �s an additional method of acxess that agencies,
including municipalfies, should strive to provide, to the extent feasible; and
WHEREAS, the Viliage Council desires to provide, to the extent feasibte, access
to public records by remote electronic means via the Village's Lase�che imaging
system; and
WHEREAS, Florida Administrative Code Rule 1 B-26.003 provides regulations .
relative to etectronic recordkeeping which are applicable to the Village; and
WHEREAS, said Rule provides that the records custodians fior agencies,
including muniapalities, may designate specific records as the official record, said
records being named the "record (master) copy°; and
WHEREAS, said Rule further provides that the record (master) copy may be
maintained and kept on eleCtronic media so tong as the enumerated requirements in
said rule are me#; and
WHEREAS, the �Ilage Counc�l desires to approve the keeping and maintaining
of the Village's rec�rd (master) copy doa.�ments on efectronic media, namely the
Viltage's Laserfiche imaging system; and
WHEREAS, the Village has met all the r�uirements of the Florida Administrative
Code Rule 1 B-26.Q03 for mair�taining and keeping record (masfier) copy documents on
electron�c media. .
1
NOW, THEREFORE, BE IT RESOLVED BY THE ViLLAGE COUNCIL OF THE
VILLAGE OF TEQUESTA, PALM BEACH COUNTY, FLORIDA, AS F4LLOWS:
Section 1 The above re+citals are true and correat, and are adopted and incorporated
herein.
Sec_,,, tion 2 The Viilage Council of the �Ilage of Tequesta hereby provides for and
approves, to the extent feasible, access to public records by remote eledronic means
via the Village's Lase�che imaging system, as an addi#ional method of access.
Sec_,,,_ �on 3 The Village Councii of the Village of Tequesta hereby approves the
keeping and mainhaining of the Village's record (master) copy documents on electronic
media, namety the Village's Laserfiche imaging system. In accorcfanoe with the
requirements of FA,C. Rule 1B-26.003, all recards imaged into the Lasertiche Imaging
System are hereby classified as the official record (master) copy and duplicates of such
recorcts may be disposed of by the re+cords custodian in accordance with state law.
Section 4 This Resolution shall take efFect immediately upon adoption.
2
i
The foregoing Resolution was offered by V'ice-Mayor Tumquest who moved its
� adoption. The motion was seconded by Cauncil Member Humpage and upon being put
, to a vote, the vote was as fioliows:
1
( � For Adoption Against /4doption
Mayor Pat Watkins x
�
' Vice-Mayor Calvin Tumquest X
Councri Member �nce Arena X
Council Member Tom Patemo X
Counci! Member Jim Humpage X
The Mayor thereupon declared the Resolution duly passed and adopted this 10�' day of
July, 2008.
MAYOR OF TEQUESTA
�7� �J +
Pat Watkins
ATTEST:
.
Yr� ����
J�`- ` ' � G �-�-Q-�-�'" ,
. `� P OF�'�R''�G�'%
Lori McWitliams, CMC ,�� :' V 9j; �s�'
viliage Cterk = �� S�q� �` ';a�
= N �� Ap �RAfED . ,=
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__ __
-_ I -
McWilliams, Lori
From: Gomberg, Brad
Sent: Thursday, July 03, 2008 2:28 PM
To: McWiitiams, Lari
Subject: RE: Resolufion 31-08
In reference ta administrative code we are compliant with all electranic dacuroent
regulations.
Thank you,
Brad Gomberg
Direttor of IT / IS
The Village of Tequesta
561-744-4855
561-262-5173 C.
www.teauesta.or�
-----Original Message-----
From: McWilliams, Lori
Sent: Tuesday, 7uly 91, 28A8 11:84 AM
To: Gomberg, Brad �
Subjett: Fw: Resolutian 31-08
Brad
Please review the a#tached res and the administrative code it references and let me know if
we tomply with all the legal requirements for electronic docuuments.
The Fl Admin Code can be found by doing a google search. This is going on the next agenda
and I need to verify we are in fact tamplying with the laws.
Thanks for your help last night.
----- Original Message -----
From: keith W. Davis <keith@corbettandwhite.tom>
To: McWilliares, Lori
Sent: Tue 7u1 81 18:58:54 2808
Subject: Resolutian 31-08
Lori:
I made some revisions to your resolu#ion, as attached. You cited the torrect
F.A.C. Rule, so I pr�sume that our system camplies with the requirements that are spelled out
in that rule� The resolutian has language to that effect, so we need ta be sure. Rlease
call with any questions. Thanks.
1
Keith W. Davis, Esq.
Corbett and White, P.A.
1111 Fiypoluxo Road, Suite 207
lantana, Flarida 33462
Tel: (S61) 586-7116
Fax: (561) 586-9611
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