Bill Summary for S 636 (2015-2016)

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Summary date: 

Mar 30 2015

Bill Information:

View NCGA Bill Details2015-2016 Session
Senate Bill 636 (Public) Filed Thursday, March 26, 2015
AN ACT TO REQUIRE THE DEPARTMENT OF ADMINISTRATION TO CONSOLIDATE OFFICE SPACE USED BY STATE AGENCIES; TO REQUIRE THE CONVERSION OF MOST EXISTING PUBLIC RECORDS INTO DIGITAL FORMAT; TO REQUIRE THAT FUTURE PUBLIC RECORDS BE STORED DIGITALLY; AND TO REQUIRE THE SALE OR DISPOSITION OF STATE-OWNED OR STATE-LEASED REAL PROPERTY THAT IS NO LONGER NEEDED AS A RESULT OF THE ACTIONS TAKEN UNDER THIS ACT.
Intro. by Tarte, Brock.

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Bill summary

Part I.

Requires the Department of Administration (Department) to develop and implement a plan to analyze the current uses of all state-owned or leased property, to consolidate state functions into as few facilities as possible, and to see or otherwise dispose of all property that is freed of state functions. Sets out requirements to which the plan will be subject. Requires the Department to, by October 1, 2015, report the details of the plan to the Joint Legislative Commission on Governmental Operations and the Fiscal Research Division. Requires the Department to report quarterly, beginning on February 1, 2016, until February 1, 2018, to the Joint Legislative Commission on Governmental Operations and the Fiscal Research Division on its progress implementing the plan created pursuant to subsection (a) of this section. Specifies the information that must be included in the report. 

Part II. 

Enacts new GS 121-5A requiring every public record stored by a state agency to be stored only in digital format; excludes public records that are not required to be stored or archived under applicable law and records that are not public records. Requires that once the records are digitally stored, all nondigital versions of a public record and all public records that are no longer required to be stored under applicable law to be destroyed, unless the records are public records required to be maintained in paper format by federal law, or records that are of historical, cultural, or other enduring significance in their original format. Specifies circumstances under which the records custodian may keep the record in the original format while also storing the record digitally. Requires the State Chief Information Officer to adopt rules to implement this section and sets out what must be included in the rules. Requries the State Chief Information Officer to make specified reports to the Joint Legislative Commission on Governmental Operations, to the Joint Legislative Oversight Committee on Information Technology, and to the Fiscal Research Division. 

Makes conforming changes to GS 147-33.82.

Effective October 1, 2017.

Part III. 

Requires each state agency, no later than November 1, 2015, to submit specified information to the State Chief Information Officer, including a list of the type of public records stored by the agency, a statement of the percentage of the public records stored by the agency that are stored in digital format, and a list of the facilities in which the agency currently stores public records. Requires the State Chief Information Officer to develop a plan to convert all public records stored by State agencies into a digital format and implement that plan on July 1, 2016. Sets out requirements for the plan. Requires the State Chief Information Officer to, no later than May 1, 2016, report the details of the plan to the Joint Legislative Oversight Committee on Information Technology, the Joint Legislative Commission on Governmental Operations, and the Fiscal Research Division. 

Part IV. 

Unless otherwise indicated, effective when the act becomes law.