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Retention and access policies already exist for this logbook data under NOAA file series 1505-11, Catch Statistics Files. This e-signature implementation will maintain documentation of record validity (including trust verification records, or audit trails) gathered at or near the time of record signing (the first approach specified in NARA's Records Management Guidance for Agencies Implementing Electronic Signature Technologies). The agency will address NARA's steps to ensure trustworthy electronically-signed records as follows:
- Create and maintain documentation of the systems used to create the records that contain electronic signatures.
The Hawaii Longline Logbook system will be thoroughly documented with particular attention to e-signature aspects and audit trails that establish the trustworthiness of the e-signature. - Ensure that the records that include electronic signatures are created and maintained in a secure environment that protects the records from unauthorized alteration or destruction.
The eLogbook data, and the audit trail data supporting the trustworthiness of the e-signature, will be stored in a database secured according to industry norms for important government data. - Implement standard operating procedures for the creation, use, and management of records that contain electronic signatures and maintain adequate written documentation of those procedures.
Standard operating procedures will be implemented for the creation, use and management of these records. - Create and maintain records according to these documented standard operating procedures.
The new standard operating procedures will be diligently followed. - Train agency staff in the standard operating procedures.
Agency staff will be training. - Obtain official disposition authorities from NARA for both the records that contain electronic signatures and for the associated records which are necessary for trustworthy records.
Electronic data submission adds audit trail data to the logbook records already covered under file series 1505-11
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- . File series 1505-11 (Catch Statistics Files) is sufficiently broad to accommodate the addition
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- . The existing retention and access policies do not need to be revised, as the new audit trail data elements are component parts of the same database which stores the logbook records
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- .
Periodic Review and Re-Evaluation of the Electronic Signature Process
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