The State of New Jersey, by virtue of Public Law 1994, Chapter 140 , allows the replacement of public records with digital images.
In order to maintain public records in digital images without paper back-up, the system which converts and holds the records must be certified by NJ DARM. Please note, documents which must be held for 10 or more years according to a state retention schedule may be digitized, but their hard copies may not be destroyed upon digitization. Such documents may be converted to microfiche (microfilmed) at NJ DARM.
Please view the suggested guidelines to assist in using or considering acquisition of an electronic imaging system for storage and retrieval of records.
Imaging Services Group at NJ DARM
- Program management 609-530-3234
- Client relations and billing 609-530-3229
- Specialized Document Imaging (SDI) production 609-530-3230
- SDI systems administration/Technical support 609-530-3204
- Micrographics services supervision 609-530-3228
- Client records preparation services 609-530-3233
Disaster Prevention and Recovery
An agency must have a disaster plan to protect the documents in the imaging system. The plan should include standard back-up and recovery procedures, contact information for all who will be involved in response and recovery and their responsibilities.
Essential Elements of Disaster Preparedness and Recovery Document
- Staff Responsibilities and Contact Information
- Vendor(s) responsibilities and Contact Information—if applicable:
- Back-up Procedures
- Back-up Media and Storage Location(s)
- Alternate Site Location(s)
- Action Plan
Image Certification Process
The Image Certification Process has many steps. Please read the full process as posted by NJDARM. The certification process and the subsequent annual renewal process are initiated at the department level. However, both applications require approval of the Custodian of Public Records, who also keeps a copy of all initial applications and annual renewals.
In Summary, the agency (UMDNJ) would contact DARM of their intention to submit an application. The agency forwards completed application to DARM. Once DARM and UMDNJ have agreed application is sufficient, DARM will send a representative for a site review. Once DARM recommends to certify the system, they will forward a recommendation to the State Records Committee (SRC). UMDNJ publishes a public notice and sends an affidavit of publication and copy of the notice to Vilirie Perry, Department of State, NJDARM, PO Box 307, Trenton, NJ 08625, (fax) 609-530-6121. DARM will then place a recommendation on the calendar of the SRC. UMDNJ representatives will need to attend that SRC meeting.
Sample Public Notice: Classified Advertisement
Image Certification Annual Renewal
A department which has successfully certified a records system will submit annual review for recertification. If there are any changes to the system, including updates to hardware, software or new records series being imaged, these can be noted at the time of annual review or submitted as an amendment, using the form.