Sec. 651.5. Definition of record media

(a) For the purpose of this Part, the data constituting the records listed in the schedule of records and periods of retention may be retained in any of the media forms in Figure 1 of this subdivision, or in any other generally accepted electronic or photographic media form, provided that the media selected has a standard life expectancy equal to or in excess of the specified retention period. However, records supporting plant cost shall be retained in their original form unless microfilmed. (See section 651.11 of this Part for periods of retention.) In no instance will media regeneration to achieve the full length of period retention be allowed without commission approval of the request of the company, which approval will be based on the condition of the record and its projected life expectancy. In emergency cases management shall take such action as prudence calls for and notify the commission thereafter.

FIGURE 1—RECORD MEDIA

Record media/form	Media expected life	Comments and standards
1. Paper & card stock (hardcopy)	Archival permanency	For each document, paper stock should be selected with a life expectancy equal to or greater than the retention period specified for that document.
2. Tape magnetic (including video tape)	5 years	Assumes storage in a controlled environment with a temperature and humidity range of 60-80 degrees F and 40-60% respectively. (See section 651.8 for specific storage conditions).
Punched	Archival permanency	For each record, tape media (paper, mylar, metallic base) should be selected with a life expectancy equal to, or greater than, the retention period specified for that record.
3. Microforms
a. Microfilm including Computer Output Microfilm (COM) microfiche jackets and aperture cards	Archival permanency	Assumes processing to standards and storage in a controlled environment with a temperature and humidity range of 35-77 degrees F and 20-50% respectively. Ref. American National Standards Institute (ANSI) standards ANSI/NAPM IT9.1-1992 and ANSI IT9.11-1991.
b. Updatable type	Dependent on use of Media	For temporary records not requiring archival permanency so long as the microform or film selected has a life expectancy equal to, or greater than, the retention period for that record. Same storage conditions as for microfilm.
c. Metallic recording data strips	Archival permanency	Same storage conditions as for microfilm.

(b) If the media form of the record retained is other than a readable paper copy, then reader and/or printer equipment and related printout programs, if required, shall be provided by the utility for data reference.

(c) The media form initially selected for the record becomes the “original” for that particular record. If subsequent conditions (e.g., improved media life expectancy, increased utility resources, environmental factors) require and the remaining retention period permits a change in the media forms, the utility may convert to another media, provided the certification processes described in section 651.6 of this Part are observed and data referencing capability is maintained.