Procedures for destruction of documents; photographic and electronic copies

(1) Pursuant to ORS 8.125 (11), the State Court Administrator may establish procedures that provide for the destruction of records, instruments, books, papers, transcripts and other documents filed in a state court after making a photographic film, microphotographic film, electronic image or other photographic or electronic copy of each document that is destroyed. (2) A state court may use procedures established under subsection (1) of this section only if at the time of making the copy of the document or group of documents, the court administrator attaches to the copy, attaches to the sealed container in which the copy is placed or incorporates or causes to be incorporated into the copy: (a) A statement that the copy is a correct copy of the original, or of a specified part of the original document or group of documents; and (b) The date on which the copy of the document or group of documents was made. (3) A court administrator using film for copies under this section must promptly seal and store at least one original or negative copy of the film in a manner and place that will ensure that the film will not be lost, stolen or destroyed. (4) A court administrator using electronic images for copies under procedures established under subsection (1) of this section must ensure that the electronic images are continuously updated into commonly used formats and, if necessary, transferred to media necessary to ensure that the electronic images are accessible through commonly used electronic or computerized systems. (5) If a copy of a document created under this section is retained in lieu of the original document, the copy is the official court record for all purposes and must be retained for the period established by the schedule prescribed in ORS 8.125 (11).