Transfer to Electronic Format Clause Samples
The 'Transfer to Electronic Format' clause establishes the right or obligation to convert documents, records, or information from physical to digital form. In practice, this clause may specify the types of materials subject to conversion, the standards for electronic formats, and the responsibilities of each party in ensuring the accuracy and integrity of the transferred data. Its core function is to facilitate efficient record-keeping, improve accessibility, and support compliance with modern business or regulatory requirements by enabling the use of electronic documents in place of paper originals.
Transfer to Electronic Format. 1. The Department supports the Concessionaire’s transfer of original paper documents to an electronic record-keeping system. This will be supported if the Concessionaire uses a record keeping system that:
(1) accurately reproduces the paper original records; (2) manages electronic records as a duplicate or substitute copy of the original paper records; and (3) converts the electronic records back into legible, readable, and capable-of-being-copied, paper documents; and can be provided upon the Department’s request.
2. The Department will have access to the electronic records and the electronic recordkeeping system for inspection and copying during Park Manager quarterly evaluations, Division compliance evaluations, Department audits, or compliant investigations.
3. In general, the original paper record may be disposed of any time after it has been transferred to an electronic recordkeeping system. However, the original paper record will not be disposed of if the electronic copy would not accurately reproduce the original record.
4. If records are maintained electronically, the Concessionaire will ensure the electronic records comply with this Agreement’s record retention and access regulations pursuant to Chapter 119, Florida Statutes, which requires at a minimum the Concessionaire make available and retain the records for the life of this Agreement.
5. The Concessionaire will ensure that their electronic recordkeeping system:
a) Has reasonable controls to ensure the integrity, accuracy, authenticity, and reliability of the records kept in electronic format;
b) Is capable of retaining, preserving, retrieving, and reproducing the electronic records;
c) Is able to readily convert paper originals stored in electronic format back into legible and readable paper copies; and
d) Has adequate records management practices in place.
6. The Concessionaire will manage, at a minimum, their electronic recordkeeping system according to these best management practices:
a) Labeling electronically maintained records;
b) Providing secure storage of electronic data;
c) Providing internal controls of the system to prevent manipulation of data and information;
d) Creating back-up electronic file copies;
e) Observing quality assurance for electronic recordkeeping through regular evaluations of the system; and
f) Retaining paper copies of records which cannot be accurately or completely transferred to the electronic recordkeeping system. Monthly Report of Concessionaire's Total G...