Sec. 733.4. 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 generally accepted electronic or photographic storage medium, provided the medium selected has a standard life expectancy greater than or equal to the specified retention period. Storage media can include, but are not limited to: paper, microfilm, magnetic disk, magnetic tape, optical disk, CD-ROM, DVD, etc. It is the responsibility of the public utility or municipality to ensure that the storage medium is consistent with the prescribed retention period and all conditions for proper storage are met to insure the protection and retrievability of the data/information in the chosen format. However, records supporting plant cost shall be retained in their original form unless microfilmed (See section 733.10 of this Part for periods of retention). Media regeneration to achieve the full length of period retention will be allowed at the discretion of the utility, provided the utility follows appropriate sections in these regulations.

(b) If the storage medium 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) A storage medium may be changed based on the judgement of the utility, if subsequent conditions such as improved media life expectancy and the remaining retention period permits a change in the media forms, the public utility or municipality may convert to another medium, provided the certification processes described in section 733.5 of this Part are observed and data referencing capability is maintained.