§ 14-14-111 — Electronic records

(a) (1) County governments in Arkansas are the repository for vast numbers of public records necessary for the regulation of commerce and vital to the health, safety, and welfare of the citizens of the state. (2) These records are routinely kept in electronic format by the county officials who are the custodians of the records. (3) It is the intent of this section to: (A) Ensure that all public records kept by county officials are under the complete care, custody, and control of the county officials responsible for the records; and (B) Prevent a computer or software provider doing business with a county from obtaining complete care and control of county records and from becoming the de facto custodian of the records. (b) As used in this section: (1) "Administrative rights" means permissions and powers, including without limitation the permissions and powers to access, alter, copy, download, extract, read, record, upload, write, or otherwise manipulate and maintain records kept by a county official; (2) "Electronic record" means a record created, generated, sent, communicated, received, or stored by electronic means; and (3) (A) (i) "Public records" means writings, recorded sounds, films, tapes, electronic or computer-based information, or data compilations in any medium required by law to be kept or otherwise kept and that constitute a record of the performance or lack of performance of official functions that are or should be carried out by a public official or employee, a governmental agency, or other agency wholly or partially supported by public funds or expending public funds. (ii) All records maintained in county offices or by county employees within the scope of employment are public records. (B) "Public records" does not mean software acquired by purchase, lease, or license. (c) (1) A county official required by law to maintain public records and who in the normal performance of official duties chooses to keep and maintain the records in an electronic record shall retain complete administrative rights and complete access to all the records. (2) A contract between a county and an electronic record provider shall: (A) Include the information under subdivision (c)(1) of this section; and (B) Require the contractor to provide the county official, at his or her request, with a written list of all file formats in which electronic records are stored. (d) (1) It is the intent of the General Assembly to encourage the use of audio media, visual media, and audiovisual media by local law enforcement agencies and detention centers. (2) A contract between an electronic record provider and a county concerning audio media, visual media, or audiovisual media for the county law enforcement agencies shall provide that audio media, visual media, or audiovisual media be maintained as provided under § 13-4-403 . (3) (A) Pursuant to § 25-19-112 , the county or electronic record provider may charge the requestor for the costs associated with retrieving, reviewing, redacting, and copying audio media, visual media, or audiovisual media. (B) An electronic record provider that charges for costs under subdivision (d)(3)(A) of this section shall provide a copy of the invoice to the county.

Legislative History

Amended by Act 2021, No. 1075,§ 2, eff. 7/28/2021. Amended by Act 2021, No. 1075,§ 1, eff. 7/28/2021. Amended by Act 2021, No. 778,§ 2, eff. 7/28/2021. Acts 2009, No. 569, § 1.