1. (a) Active data.

   1. (1) Active data is defined as information that is:

      1. (A) In current use; and
      2. (B) Subject to review or modification on a regular basis.

   2. (2)

      1. (A) Active data must be stored on a reliable fileserver drive whenever possible.
      2. (B) Data that is regularly stored on a computer workstation hard drive should be copied to a secure location on the network fileserver on a regular basis.
   3. (3) Active data should be backed up no less than once per week and preferably once per day.
   4. (4) Active data backups should be kept on file for each day for at least a two-week period.

2. (b) Data archive.

   1. (1) Archival data is made up of records that are essentially static, maintained for historical reference, but no longer subject to change.

   2. (2)

      1. (A) An archival backup should be created each year representing the year-end position of the records.
      2. (B) Archival backups should be stored indefinitely.

3. (c) Backup and restoration.

   1. (1) Data backups may be made:

      1. (A) On CD;
      2. (B) On DVD;
      3. (C) On high density tape; or
      4. (D) By remote electronic means.

   2. (2) Backups shall be stored in a secure location, preferably at some distance from the courthouse, such as a:

      1. (A) Bank vault;
      2. (B) Remote data processing center; or
      3. (C) Remote data backup facility.
   3. (3) Data backups should be validated at least once monthly to assure their integrity and completeness.

   4. (4)

      1. (A) Backup validation should confirm the quality of the backup dataset.
      2. (B) Validation should at minimum confirm file names, sizes, and dates for all critical files.
   5. (5) All errors observed in the backup procedure or backup validation shall be reported to the elected official and/or system administrator.

Codification Notes: “CD” means compact disc. "DVD" means digital video disc.