STAND. COM. REP. NO. 238

Honolulu, Hawaii

RE:    S.B. No. 997

       S.D. 1

Honorable Donna Mercado Kim

President of the Senate

Twenty-Seventh State Legislature

Regular Session of 2013

State of Hawaii

Madam:

     Your Committee on Technology and the Arts, to which was referred S.B. No. 997 entitled:

"A BILL FOR AN ACT RELATING TO PUBLIC ARCHIVES,"

begs leave to report as follows:

     The purpose and intent of this measure is to clarify the duties of the State Archivist, to enable the Department of Accounting and General Services to address the management of the digital archives and protection of electronic records of enduring value, and to establish the state archives preservation and long-term access special fund.

     Your Committee received testimony in support of this measure from the Department of Accounting and General Services.

     Your Committee finds that as a centralized repository of records requiring long-term preservation and access, the digital archives will reduce costs by eliminating duplicated services; deliver better services to the public by centralizing access to archival digital records; assist agencies in addressing the difficulty of the long-term preservation of digital records; and provide greater accountability and transparency by preserving digital records in a trustworthy repository following international standards.  The digital archives will enable the State Archives to fulfill its statutory mandate to properly administer a records management program that includes records created digitally, and to ensure their ongoing preservation for future generations.

     Your Committee has amended this measure by:

     (1)  Adding definitions of "disposition", "enduring value", "preservation", "records", and "records retention and disposition schedule";

     (2)  Inserting a state archives preservation fee amount of $1;

     (3)  Clarifying that the state archives preservation fee shall be assessed on documents that are listed on an authorized records retention and disposition schedule as permanent;

     (4)  Specifying that the state archives preservation fee shall be used, among other things, to keep electronic records of documents accessible; and

     (5)  Making technical, nonsubstantive amendments for the purposes of clarity and consistency.

     As affirmed by the record of votes of the members of your Committee on Technology and the Arts that is attached to this report, your Committee is in accord with the intent and purpose of S.B. No. 997, as amended herein, and recommends that it pass Second Reading in the form attached hereto as S.B. No. 997, S.D. 1, and be referred to the Committee on Ways and Means.

Respectfully submitted on behalf of the members of the Committee on Technology and the Arts,

____________________________

GLENN WAKAI, Chair