HB-5550, As Passed Senate, December 1, 2004                                 

SENATE SUBSTITUTE FOR

    HOUSE BILL NO. 5550

                                                                             A bill to amend 1992 PA 116, entitled                                             

"Records media act,"                                                        

by amending section 2 (MCL 24.402), as amended by 2001 PA 72, and           

by adding section 5.                                                        

THE PEOPLE OF THE STATE OF MICHIGAN ENACT:

1       Sec. 2.  (1)  Except to the extent limited Subject to the                  

2   requirements of this act and except as otherwise provided by law,           

3   if  a governmental entity or a governmental official acting in             

4   his or her official capacity  reproduces a record, the                      

5   reproduction may be created may reproduce a record by using any            

6   of the following  media, subject to subsection (2) methods or              

7   mediums:                                                                    

8       (a) Photograph.                                                             

9       (b) Photocopy.                                                              

10      (c)  Microcopy Microreproduction.                                          

1       (d) Optical  storage disc, as of the effective date of rules,               

2   to be promulgated pursuant to subsection (2), that govern optical           

3   storage discs.  However, this act does not prohibit the                     

4   utilization of an optical storage disc system purchased by this             

5   state before the effective date of this act pursuant to                     

6   legislative appropriations, unless the director of the department           

7   of management and budget finds that the system is not capable of            

8   creating reproductions that are equivalent to photographs or                

9   microcopies.  The director of the department of management and              

10  budget shall transmit such a finding to the state department or             

11  agency utilizing the optical storage disc system and to the house           

12  and senate appropriations committees. media.

13  (e) Data transfer.                                                          

14      (f) Digitization.                                                           

15      (g) Digital migration.                                                      

16      (h) Digital imaging.                                                        

17      (i) Magnetic media.                                                         

18      (j) Printing.                                                               

19      (k) Any other reproduction method or medium approved by the                 

20  department under this act.

21      (2)  Pursuant to The department may adopt technical                        

22  standards, issue directives, or promulgate rules under the                  

23  administrative procedures act of 1969, 1969 PA 306, MCL 24.201 to           

24  24.328,  the department of history, arts, and libraries and the             

25  department of management and budget shall jointly promulgate                

26  rules that govern the creating, processing, indexing, storage,              

27  retrieval, durability, and inspection of reproductions governing           

1   the storage and reproduction of records by a governmental entity            

2   or governmental official acting in his or her official capacity.            

3   (3) With respect to  information systems that utilize digital               

4   data in a medium the methods and mediums listed in subsection              

5   (1) for the storage and reproduction of records, the standards,             

6   directives, or rules under subsection (2) shall do, but are not             

7   limited to, all of the following:                                           

8       (a)  Set forth data interchangeability standards Ensure                    

9   continued accessibility and usability of the records throughout             

10  their retention period.                                                     

11      (b)  Ensure continued maintenance of and access to the                      

12  records by requiring the conversion of the digital data medium or           

13  the modification or replacement of the computer hardware or                 

14  computer software before the digital data medium, algorithms,               

15  computer hardware, or computer software become obsolete Ensure             

16  the integrity and authenticity of records maintained by                     

17  governmental entities, officials, and employees.                            

18  (4) Except as provided under subsection (5), a governmental                 

19  entity or governmental official shall not use a method or medium            

20  listed under subsection (1)(c), (f), (g), or (h) until the                  

21  department adopts a standard, issues a directive, or promulgates            

22  a rule under subsection (2) governing the method or medium.                 

23      (5) The department may enter into a pilot agreement with a                  

24  governmental entity to test new equipment, technology, methods,             

25  or mediums.  A record reproduced by a governmental entity                   

26  operating under a pilot agreement shall have the same force and             

27  effect as a record stored or reproduced by an approved method or            

House Bill No. 5550 as amended November 30, 2004                            

1   medium under this act.

2   Sec. 5.  This act does not prohibit the use of an optical                   

3   disc <<or magnetic>> imaging system purchased by the department of labor and    

4   economic growth before and in use prior to the effective date of            

5   the amendatory act that added this section, unless the department           

6   determines that the system is incapable of creating reproduced              

7   records that meet the requirements of this act.

8       Enacting section 1.  This amendatory act does not take                      

9   effect unless all of the following bills of the 92nd Legislature            

10  are enacted into law:                                                       

11      (a) Senate Bill No. 1409.                                                   

12      (b) House Bill No. 5657.