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Iowa State Laws on Optical Images

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State Archivist and Records Manager:

Gordon O. Hendrickson, State Archivist

600 East Locust, Des Moines IA 50326

515-281-8875 fax: 515-282-0502


Kristi Little

Dept. of General Services, Printing & Records Team

Grimes State Office Building, Des Moines IA 50319

515-281-5050 fax: 515-242-6307

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137C.25E Documentation and registration requirements.


A hotel shall keep and maintain for a period of three years, a guest

register which shall show the name, residence, date of arrival, and date of

departure of each individual renting or leasing a room, accommodations, or

facilities of the hotel.


Each individual renting or leasing a room, accommodations, or facilities of

the hotel shall register, and may be required by the owner or operator of

the hotel to show proof of identity by producing a valid driver's license,

or other identification satisfactory to the owner or operator. The

identification shall have a photograph of the individual and include the

name and residence of the individual. If the individual is a minor, the

owner or operator may also require a parent or guardian of the minor to

register.


The guest register may be kept and maintained by recording, copying, or

reproducing the register by any photographic, photostatic, microfilm,

microcard, miniature photographic, electronic imaging, electronic data

processing, or other process which accurately reproduces or forms a durable

medium for accurately and legibly reproducing an unaltered image or

reproduction of the original.


Section History: Recent form




321.31 Records system.


A state and county records system shall be maintained in the following

manner:


1. State records system. The department shall install and maintain a

records system which shall contain the name and address of the vehicle

owner, current and previous registration number, vehicle identification

number, make, model, style, date of purchase, registration certificate

number, maximum gross weight, weight, list price or value of the vehicle as

fixed by the department, fees paid and date of payment. The records system

shall also contain a record of the certificate of title including such

information as the department deems necessary. The information to be kept

in the records system shall be entered within forty-eight hours after

receipt insofar as is practical. The records system shall constitute the

permanent record of ownership of each vehicle titled under the laws of this

state.


The department may make photostatic, microfilm, or other photographic

copies of certificates of title, registration receipts, or other records,

reports or documents which are required to be retained by the department.

When copies have been made, the department may destroy the original records

in such manner as prescribed by the director. The photostatic, microfilm,

or other photographic copies, when no longer of use, may be destroyed in

the manner prescribed by the director, subject to the approval of the state

records commission. Photostatic, microfilm, or other photographic copies of

records shall be admissible in evidence when duly certified and

authenticated by the officer having custody and control of the copies of

records. Records of vehicle certificates of title may be destroyed seven

years after the date of issue.


2. County records system. Each county treasurer's office shall maintain a

county records system for vehicle registration and certificate of title

documents. The records system shall consist of information from the

certificate of title including the notation and cancellation of security

interests, and information from the registration receipt. The information

shall be maintained in a manner approved by the department.


Records of vehicle certificates of title for vehicles that are delinquent

for five or more consecutive years may be destroyed by the county

treasurer. Automated files, optical disks, microfiche records, and

photostatic, microfilm or other photographic copies of records shall beadmissible in evidence when duly certified and authenticated by the officer

having custody and control of the records.


Section History: Early form


[S13, 1571-m2; C24, 27, 31, 35, 5010; C39, 5001.15; C46, 50, 54, 58,

62, 66, 71, 73, 75, 77, 79, 81, 321.31]

Section History: Recent form; 89 Acts, ch 185, 2


524.221 Preservation of bank records---statute of limitations.


1. A state bank is not required to preserve its records for a period longer

than eleven years after the first day of January of the year following the

time of the making or filing of such records, provided, however, that

account records showing unpaid balances due to depositors shall not be

destroyed. A copy of an original may be kept in lieu of any such original

record. For purposes of this subsection, a copy includes any duplicate,

rerecording or reproduction of an original record from any photograph,

photostat, microfilm, microcard, miniature or microphotograph, computer

printout, electronically stored data or image, or other process which

accurately reproduces or forms a durable medium for accurately and legiblyreproducing an unaltered image or reproduction of the original record.


2. All causes of action, other than actions for relief on the grounds of

fraud or mistake, against a state bank based upon a claim or claims

inconsistent with an entry or entries in a state bank record, made in the

regular course of business, shall be deemed to have accrued, and shall

accrue for the purpose of the statute of limitations one year after the

date of such entry or entries. No action founded upon such a cause may be

brought after the expiration of ten years from the date of such accrual.


3. The provisions of this section, insofar as applicable, shall apply to

the records of a national bank.


Section History: Early form

[C50, 54, 58, 62, 66, 528A.1--;528A.5; C71, 73, 75, 77, 79, 81,

524.221]

Section History: Recent form; 91 Acts, ch 95, 1


533.26 Preservation of records.


The superintendent shall prescribe by rule the period of preservation of

records or files for credit unions. A copy of an original may be kept in

lieu of any original records. For purposes of this section, a copy includes

any duplicate, rerecording or reproduction of an original record from any

photograph, photostat, microfilm, microcard, miniature or microphotograph,

computer printout, electronically stored data or image, or other process

which accurately reproduces or forms a durable medium for accurately and

legibly reproducing an unaltered image or reproduction of the original

record.


Section History: Early form

[C62, 66, 71, 533.24; C73, 75, 77, 79, 81, 533.26]

Section History: Recent form

88 Acts, ch 1103, 3; 91 Acts, ch 95, 2


534.106 Records.


1. Complete and adequate records of all accounts and of all minutes of

proceedings of the members, directors and executive committee shall be

maintained at all times at the office of the association.


2. Every association shall maintain membership records, which shall show

the name and address of the member, whether the member is a share account

holder, or a borrower, or a share account holder and borrower, and the date

of membership thereof. In the case of account holding members, the

association shall obtain a card containing the signature of the owner of

such account or the owner's duly authorized representative and shall

preserve such signature card in the records of the association.


3. Associations shall not be required to preserve or keep their records or

files for a longer period than eleven years next after the first day of

January of the year following the time of the making or filing of such

records or files; provided, however, that ledger sheets showing unpaid

accounts in favor of members of such savings and loan association shall not

be destroyed.


4. No liability shall accrue against any association, destroying any such

records after the expiration of the time provided in subsection 3, and in

any cause or proceedings in which any such records or files may be called

in question or be demanded of the association or any officer or employee

thereof, a showing that such records and files have been destroyed in

accordance with the terms of this chapter shall be a sufficient excuse for

the failure to produce them.


5. All causes of action against an association based upon a claim or claims

inconsistent with an entry or entries in any savings and loan association

record or ledger, made in the regular course of business, shall be deemed

to have accrued, and shall accrue, one year after the date of such entry or

entries; and no action founded upon such a cause may be brought after the

expiration of ten years from the date of such accrual.


6. The provisions of this chapter, so far as applicable, shall apply to the

records of federal savings and loan associations.


7. A copy of an original may be kept by an association in lieu of any

original records. For purposes of this section, a copy includes any

duplicate, rerecording or reproduction of an original record from any

photograph, photostat, microfilm, microcard, miniature or microphotograph,

computer printout, electronically stored data or image, or other process

which accurately reproduces or forms a durable medium for accurately and

legibly reproducing an unaltered image or reproduction of the original

record. Any such copy or reproduction is deemed to be an original record

for all purposes and shall be treated as an original record in all courts

or administrative agencies for the purpose of its admissibility in

evidence. A facsimile, exemplification or certified copy of any such copy

or reproduction reproduced from a film record shall, for all purposes, be

deemed a facsimile, exemplification or certified copy of the original.


Section History: Early form

[C97, 1904; C24, 27, 31, 35, 39, 9357; C46, 50, 54, 58, 534.55,

534.111--;534.114; C62, 66, 71, 73, 75, 77, 79, 81, 534.9]

Section History: Recent form; C85, 534.106, sec191 Acts, ch 95, 3


622.30 Photographic copies---originals destroyed.


1. In all cases where depositions are taken by either method provided by

law, outside of the county in which the case is for trial where books of

account are competent evidence in the case, the party desiring to offer the

entries of said books as evidence may cause the same to be photographed by

or under the direction of the officer taking the deposition and such

photographic copy when certified by such officer with the officer's seal

attached shall be attached to the deposition, and if the record shows

affirmatively the preliminary proof required by section 622.28, such copy

shall be admitted in evidence with the same force and effect as the

original.


2. If any business, institution, member of a profession or calling, or any

department or agency of government, in the regular course of business or

activity has kept or recorded any memorandum, writing, entry print,

representation or combination thereof, of any act, transaction, occurrence

or event and in the regular course of business has caused any or all of the

same to be recorded, copied, or reproduced by any photographic,

photostatic, microfilm, microcard, miniature photographic, electronicimaging, electronic data processing, or other process which accurately

reproduces or forms a durable medium for accurately and legibly reproducing

an unaltered image or reproduction of the original, the original may be

destroyed in the regular course of business unless held in a custodial or

fiduciary capacity or unless its preservation is required by law, except if

the originals are records, reports, or other papers of a county officer

they shall not be destroyed until they have been preserved for ten years.

Such reproduction, when satisfactorily identified, is as admissible in

evidence as the original itself in any judicial or administrative

proceeding whether the original is in existence or not and an enlargement

or facsimile of such reproduction is likewise admissible in evidence if the

original recording, copy, or reproduction is in existence and available for

inspection under direction of court. The introduction of a reproduced

record, enlargement or facsimile, does not preclude admission of the

original.


Section History: Early form

[S13, 4623; C24, 27, 31, 35, 39, 11283; C46, 50, 54, 58, 62, 66, 71,

73, 75, 77, 79, 81, 622.30]

Section History: Recent form; 91 Acts, ch 83, 1

 

 

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