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Records Management Services

Electronic Image Processing System Registration

Following are the processing steps for new and renewed applications.

  1. Agency submits an application: Completes and submits the Initial Registration or Annual Renewal application online (application and all supporting documentation).

    • For new applications, upon receipt, the application is placed in Pending/Under Review Status (see next step).
    • For renewal applications, unless RMS poses questions or requests more information during the 23-day review window discussed below, the system will remain in Active/Compliant for another annual cycle (see step 4 below)
  2. RMS acknowledges and reviews submission: RMS acknowledges all submissions via electronic mail following receipt.

    Within 23 days of receiving an application (new or renewal), RMS reviews it, and if needed, contacts the agency regarding questions, additions or clarifications relative to the content of the application.

    **Note: RMS may require a site visit to review scanning procedures and the system platform.

  3. Agency responds to RMS questions and/or requests for additional information: If applicable, the agency responds to RMS’ questions/requests for additional information, including, where indicated, the submission of microfilm for inspection.

  4. RMS updates the registry as appropriate: The following action scenarios apply to system status updates (see Status Descriptions at the end of this section).

    On new applications for which follow ups are not required, after the 23 day review period, RMS changes the status from Pending/Under Review to Active/Compliant.

    On renewal applications for which follow ups are not required, after the 23 day review period, RMS leaves the status reflecting Active/Compliant (the status up date will be valid for a full year starting from the renewal date assigned by RMS).

    For new or renewal application involving follow up inquiries/information requests by RMS, upon RMS’ indication that all issues have been addressed:

    • On new applications, RMS changes the status from Pending/Under Review to Active/Compliant.
    • On renewal applications, RMS leaves the status reflecting Active/Compliant.

    For agencies that fail to submit a timely annual renewal (by the due date announced by RMS in an email sent to the agency contact 60 days in advance of said date), RMS changes the status of the system to Inactive. Agencies may submit a renewal application at any time following this action. Such applications will be treated as regular renewal applications.

    For agencies that fail to answer RMS’ follow-ups in a manner that provides assurances that the systems involved meet State standards, RMS changes the status to Noncompliant.

    The on-line Registration Database allows registrants to view the status of their applications/systems at any time.

    Status Descriptions

    The status of a registration can be:

    • Pending/Under Review – indicates the agency has submitted an original system registration application for review.
    • Active/Compliant – indicates RMS’ approval of the systems use.
    • Inactive – indicates the agency has not kept its registration records up to date by submitting the required annual review form.
    • Non-compliant - indicates that the system failed to meet State standards.

  5. Agency post registration actions: Upon successful completion of the registration process (obtaining an Active/Compliant status), the agency is responsible for posting and notifying stakeholders of their use of the image processing system for keeping public records, and shall provide public access to a copy of the completed registration application and/or all annual review forms. A notice with a link to the Online Registration Database suffices for this purpose.

    The rules governing registration of imaging systems are set forth in N.J.A.C. 15:3 Subchapter 4: Image Processing of Public Records and N.J.A.C. 15:3 Subchapter 5: Registration of Imaging Processing Systems. Among other criteria, the rules cover required file formats, policies, procedures, and disaster recovery requirements. These rules can be viewed at Nexis Lexis.


Last Updated: Wednesday, 01/15/20