[OAC 5101-9-22]

As defined in APM.9211., a record may exist in a variety of physical forms. The county agency may substitute microfilm or electronic data processing copies, or other machine readable media, for documents required for federal/state audit and review purposes for originals provided that:

(1)The original records are correctly and accurately reproduced;

(2)All such records, copies, or reproductions carry a certificate of authenticity and completeness in accordance with applicable federal and state law. An agency may consult the county records commission, ODHS Information Management Section, and/or the state records administrator for guidance in the development of such a certificate;

(3)The film used for copying (if applicable) complies with the minimum quality standards approved for permanent photographic records by the American National Standards Institute (ANSI);

(4)Reproduced copies are made in duplicate, and the duplicates are stored in a different building;

(5)Copies are stored in fire resistant files, cabinets, or containers; and

(6)Equipment necessary to read and copy reproduced records and information in readable form must be readily available to the public during office hours if the record and information are public records pursuant to ORC Section 149.43.

REFERENCE: 45 CFR 74.23, ORC Sections 9.01, 149.43