(c) A local government shall develop and maintain up-to-date documentation about all permanent or archival electronic records sufficient to:

1. (1) specify all technical characteristics necessary for reading and processing the records;
2. (2) identify all defined inputs and outputs from the system;
3. (3) define the contents of the files and records;
4. (4) determine restrictions on access and use;
5. (5) understand the purposes and functions of the system;
6. (6) describe update cycles and/or conditions and rules for adding information to the system, changing information in the system, or deleting information; and
7. (7) ensure the ongoing retention of records by the local government.

(e) For electronic media that contain permanent or archival electronic records, a local government shall institute maintenance procedures to;

1. (1) verify that the media are free of permanent potentially damaging errors;
2. (2) rewind under constant tension all tapes at least every two years;
3. (3) annually test a three percent statistical sample of all units of media to identify any loss of data and to discover and correct the causes of data loss;
4. (4) copy immediately onto new media any permanent or archival electronic records stored on media containing a significant number of errors or showing signs of physical degradation;
5. (5) copy all permanent or archival electronic records onto new media before the media are expected to fail and always before the media are 10 years old; and
6. (6) prepare external labels to identify each media unit, the name of the organizational unit responsible for the records, and the records title.