15:3-3.1: Standards for Microfilming Public Records; Purpose

(a) Uniformity and quality in the production of microforms. The microfilm standards established under this subchapter are intended to promote uniformity and quality in the production of microforms of the records of State and local governments in New Jersey. This subchapter:

1. Establishes standards for copying records by photographic and microphotographic means;

2. Establishes standards and procedures for use of micrographic technologies to create, use, store, retrieve, preserve and dispose of public records created, received or maintained in any State or local government agency of the State of New Jersey; and

3. Provides for centralized microfilming and services for State and local agencies.

(b) Microfilming of government records shall meet established standards. All agencies engaged in microfilming government records shall meet established standards to ensure that:

1. Microfilm copies contain all significant detail and information shown on the original record;

2. Microfilm copies are usable and legible reproductions of the original record;

3. Microfilm reproduction will have the same acceptability and legal status as the original record; and

4. Microfilm reproduction will meet standards of archival quality for long- term preservation of public records.

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15:3-3.2: Authority to Establish Microfilm Standards

P.L. 1953, c.410 as amended by P.L. 1996, c.590 (N.J.S. 47:3-15 et seq.) requires the Division of Archives and Records Management in the Department of State, with the approval of the State Records Committee, to formulate standards and procedures for the photographing, microphotographing, microfilming, data processing, and image processing of public records and for the preservation, examination and use of such records, including the indexing and arrangement thereof for reference purposes.

15:3-3.3: Microfilm Standards; Definitions

The words and phrases used in this subchapter shall have the standard meaning of records management terminology as defined in N.J.A.C. 15:3-1.2, except the following words and phrases which apply to this subchapter and shall have the designated meanings, unless the context clearly indicates otherwise:

"Archival microfilm" means a photographic film that conforms to film designated as LE 500 in ANSI/NAPM IT9.1-1996 as amended or supplemented, meets the standards described in this subchapter, and is suitable for the preservation of permanent records when stored in accordance with N.J.A.C. 15:3-6, Storage of Public Records.

"Background density" means the opacity of the area of the microform not containing information.

"Computer-assisted retrieval system" or "CAR" means a records storage and retrieval system, normally microfilm-based, that uses a computer for indexing, automatic markings such as blips or bar codes for identification, and automatic devices for reading those markings and, in some applications, for transporting the film for viewing.

"Computer output microfilm" or "COM" means microfilm containing data converted and recorded from a computer.

"Diazo film" means, for microfilm records, film containing images produced by exposure of an emulsion containing diazonium salts to ultraviolet light and then ammonia fumes, used only for the purposes of creating a use or reference copy of a master microfilm. (See also the definition of "microfilm.")

"Dry silver film" means, for microfilm records:

1. A non-gelatin silver film containing images produced by exposure of light- sensitive silver crystals developed by applying heat rather than liquid chemicals;
2. Also called dry-process silver film to distinguish it from silver halide or silver gelatin film; and
3. In contrast to silver halide, dry silver film is not archival-quality microfilm and may not be used for master copies of records. (See also the definitions of "microfilm" and "silver halide microfilm.")

"Microfilm" means:

1. Raw (unexposed and unprocessed) fine-grain, high resolution photographic film with characteristics that make it suitable for use in micrographics;
2. The process of recording microimages on film; or
3. A fine-grain, high resolution photographic film containing microimages. (See also the definitions of "diazo film," "dry silver film," "silver halide film" and "vesicular film.")

"Microform" means:

1. Any recordkeeping media containing images greatly reduced in size, or microimages, usually on microfilm;
2. Roll, generally serialized, microforms include, but are not limited to, microfilm on reels, cartridges, and cassettes; and
3. Flat, generally unitized, microforms include, but are not limited to, microfiche, strips of microfilm in jackets, aperture cards, and opaque microcards. (See also the definition of "microimages.")

"Micrographics facility" or "facility" means an area used exclusively to make or copy microforms.

“Microimage" means:

1. A document such as a page of text or a drawing that is too small to be read without magnification; or
2. A photographic reproduction so small that a magnifying device is needed to read or view the image.

"Permanent record" has the meaning specified in N.J.A.C. 15:3-1.2.

"Records storage facility" has the meaning specified in N.J.A.C. 15:3-1.2.

"Reference copies," "work copies" or "use copies" means duplicate copies of original microfilm made to be used for reference or for duplication on a recurring or large-scale basis, as opposed to preservation master copies that must be stored, unused, as specified in N.J.A.C. 15:3-6, Storage of Public Records. (See also the definitions of "diazo film," "dry silver film" and "vesicular film.")

"Silver halide film" means, for microfilm records:

1. Archival-quality film containing images produced by exposure of light- sensitive silver halide crystals suspended in a gelatin emulsion; and
2. Also called, more precisely, silver gelatin film to distinguish it from dry silver film, which is not archival-quality microfilm. (See also the definitions of "microfilm" and "dry silver film.")

"Temporary record" has the meaning specified in N.J.A.C. 15:3-1.2.

"Vesicular film" means for microfilmed records, a film containing images produced by exposure to ultraviolet light and then heat, used only for the purposes of creating a use or reference copy of a master microfilm. (See also the definition of "microfilm.")

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15:3-3.4: Microfilm Standards Incorporated by Reference

(a) The following standards are hereby incorporated in this subchapter by reference, as amended and supplemented. They are available from the issuing organizations at the addresses listed in this section. Copies of these standards are also available for reference purposes in the Reference Room at the Division of Archives and Records Management, State Records Center, 2300 Stuyvesant Ave., Ewing Township, Trenton, New Jersey 08618, during regular business hours:

1. American National Standards Institute (ANSI) and International Organization for Standardization (ISO) standards. ANSI and ISO standards cited herein are available from the American National Standards Institute, 11 West 42nd St., New York, NY 10036. The standards can be ordered on line at: http://webstore.ansi.org/ansidocstore/default.asp.

i. ANSI/ARMA 10-1999, Glossary of Records Management Terms;

ii. ANSI/ISO 10602:1995 or ANSI/NAPM IT9.1-1996 Imaging Materials--Processed Silver-Gelatin Type Black-and-White Film--Specifications for Stability;

iii. ANSI/NAPM IT2.19-1994, American National Standard for Photography-- Density Measurements--Part 2: Geometric Conditions for Transmission Density;

iv. ANSI/NAPM IT2.18-1996, Photography--Density Measurements--Part 3: Spectral Conditions;

v. ANSI/PIMA IT9.2-1998, American National Standard for Imaging Media-- Photographic Processed Films, Plates, and Papers--Filing Enclosures and Storage Containers; and

vi. ISO 18911:2000, Imaging materials--Processed safety photographic films-- Storage Practices.

2. Association of Information and Image Management International (AIIM) standards. AIIM standards cited herein may obtain the following standards from the Association of Information and Image Management, 1100 Wayne Avenue, Suite 1100, Silver Spring, MD 20910. The standards can be ordered on line at: http://www.aiim.org/.

i. ANSI/AIIM MS1-1996, Recommended Practice for Alphanumeric Computer-Output Microforms--Operational Practices for Inspection and Quality Control;

ii. ANSI/AIIM MS5-1992 (R1998), Micrographic Microfiche;

iii. ANSI/AIIM MS14-1996, Specifications for 16mm and 35mm Roll Microfilm;

iv. ANSI/AIIM MS19-1993, Recommended Practice for Identification of Microforms;

v. ANSI/AIIM MS23-1998, Microfilm of Documents, Operational Procedures/Inspection and Quality Control of First-Generation Silver-Gelatin;

vi. ANSI/AIIM MS32-1996, Microrecording of Engineering Source Documents on 35mm Microfilm;

vii. ANSI/AIIM MS41-1996, Unitized Microfilm Carriers (Aperture, Camera, Copy, and Image Cards);

viii. ANSI/AIIM MS43-1998, Recommended Practice for Operational Procedures/Inspection and Quality Control for Duplicate Microforms of Documents and from COM;

ix. ANSI/AIIM MS45-1990, Recommended Practice for Inspection of Stored Silver-Gelatin Microforms for Evidence of Deterioration; and

x. ANSI/ISO 3334-1991, ANSI/AIIM MS51-1991, Micrographics--ISO Resolution Test Chart No. 2 Description and Use.

3. National Institute of Standards and Technology (NIST) standards. National Institute of Standards and Technology (NIST), formerly the National Bureau of Standards, founded in 1901, is a non-regulatory Federal agency within the U.S. Commerce Department's Technology Administration. NIST standards cited herein may be obtained from the National Institute of Standards and Technology, 100 Bureau Drive, Stop 2322, Gaithersburg, MD 20899-2322. Resolution charts and standards can be ordered on line at: http://www.nist.gov/.

i. NIST 1010A, Microimage Test Chart.

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15:3-3.5: State and Local Agencies; Microfilmed Records

(a) In order to adequately protect the public interest in the effective, economic, and efficient management of all of the records of State and local government in the State of New Jersey and to ensure the preservation of the historical heritage of the State for future generations, every public agency, as defined in N.J.A.C. 15:3-1.2, shall:

1. Pursuant to N.J.A.C. 15:3-1.5(a)3, assign responsibility for an agency-wide program for managing microform records and notify the Division of the name and title of the person assigned the responsibility;

2. Strictly apply State standards and rules for the creation and use of microform records;

3. Manage microformed records as part of other records and information resources management programs of the agency;

4. Include microform records management objectives, responsibilities, and authorities in pertinent agency directives and disseminate them to appropriate officials;

5. Address records management issues, including disposition, before approving new microform records systems or enhancements to existing systems;

6. Train the managers and users of microform records;

7. Develop records schedules covering both source documents (originals) and microform records and finding aids, secure State Records Committee approval, and apply the disposition instructions;

8. Schedule computerized indexes associated with microform records, such as in a computer-assisted retrieval (CAR) system;

9. Ensure that paper records are not destroyed after microfilming without authorization from the Division; and

10. Review practices used to create and manage microform records periodically to ensure compliance with State standards in this subchapter.

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15:3-3.6: Microfilm Standards; Reproduction of Original Records

(a) Authority to reproduce and destroy original record. Pursuant to the "Destruction of Public Records Law," P.L. 1953, c.410 (N.J.S. 47:3-15 to 32 as amended), the photograph, microphotograph, microfilm, or data processed or image processed document or a certified copy of a public record shall have the same force and effect as the original record, provided it conforms to the standards, procedures and rules established by the Division of Archives and Records Management with the approval of the State Records Committee, and the original records may be destroyed or the records therein effectively obliterated, provided said Division has first given its written consent to such destruction or other disposition.

(b) Standards for documentation and authentication before permission to destroy the originals is granted. The following standards must be met for documentation and authentication before permission to destroy the originals is granted:

1. Since many factors are involved in the use of microphotography for records management, a careful analysis of each record group should be made before microfilming. Following are some of the most important factors in determining which records are to be filmed:

i. Retention period and volume are perhaps the most important aspects to consider. Since microfilming is expensive, only a large volume of records with retention periods of seven years or longer are ordinarily considered good candidates for microfilming. There are, however, exceptions to this rule of thumb. Records of shorter retention periods but of such volume or use that storage becomes a problem would be one such exception.

ii. Another important factor to be considered is the usage and rate of reference to records. Records with high reference rates or unusual methods of indexing or retrieval may be poor subjects for microfilming.

iii. The records considered for filming must be sufficiently arranged, identified and indexed to insure reasonable ease in locating and retrieving individual documents after they are microfilmed.

2. When converting documents to microfilm, appropriate measures must be taken to insure quality, legality, and adequate access to information contained on the microfilm.

i. The records to be filmed must be arranged, identified and indexed so as to insure efficient access to and retrieval of records after microfilming.

(1) When filming original source documents, place indexes, registers, or other finding aids, if microfilmed, either in the first frames of the first roll of film or in the last frames of the last roll of film of a series.
(2) For microfiche, indices should be placed in the last frames of the last microfiche or microfilm jacket of a series.
(3) On computer-generated microforms, indices should follow the data on a roll of film or in the last frames of a single microfiche, or the last frames of the last fiche in a series.
(4) Other index locations may be used only if dictated by special system constraints, provided such procedures are approved by the Chief of the Bureau of Micrographics and Alternate Records Storage or the Supervisor of Micrographic Services.

ii. The microforms must contain all information shown on the original records to ensure that they can be used for the purposes the original records served.

iii. Raised seals on documents shall be shaded or highlighted in order to render them visible for reproduction unless such measures would obscure signatures or other information recorded on a map, drawing or other document or such a seal is not required by law, regulation, or practice.

(1) If a raised seal is required for a document and is not shaded or highlighted, the document should be annotated with a stamp, label or other means to indicate a raised seal was present on the document when it was reproduced.
(2) Such policies and procedures shall be documented and an affidavit with reference to the same shall be included in each roll film pursuant to (b)9 below.

iv. A master negative shall be created and maintained, pursuant to (b)13 below for any microfilmed public record or records.

(1) Polyester-based silver gelatin type film that conforms to ANSI/NAPM IT9.1-1996 for LE 500 film, as amended or supplemented, incorporated by reference herein, must be used for the master copies of all microforms.
(2) The master roll of microfilm should be the first roll of microfilm produced, except for jacketed microfilm pursuant to (b)13iv(5) below.
(3) A reference copy or use copy of microfilm must be created for use and retrieval of the records.
(4) The master copy should not be used, except for creating duplicate copies, and must be stored in a secure, off-site storage facility pursuant to N.J.A.C. 15:3-3.12.

v. The formats described in ANSI/AIIM MS14-1996 as amended or supplemented, incorporated by reference herein, must be used for microfilming source documents on 16 millimeter (mm) and 35 mm roll film.

(1) A reduction ratio no greater than 1:24 is recommended for typewritten or correspondence types of documents.
(2) ANSI/AIIM MS23-1998 as amended or supplemented, incorporated by reference herein, shall be followed for the appropriate reduction ratio and format for meeting the image quality requirements.

3. The following targets shall be utilized in the creation of all microfilm copies of public records, with the exception of microfilm created from digital images which must use image processing system targets, pursuant to (b)4 below in place of the targets used by a camera operator, as listed in this paragraph. The sequence in which they are listed is the sequence they should appear on the film.

i. All roll film must have the following targets at the beginning of a roll of film, before any document images:

(1) Background Density Target;
(2) Resolution Chart (Industry standard resolution chart purchased from the National Institute of Technology (NIST)), including:
(A) Certificate Of Authenticity; and
(B) Title Target, containing information required pursuant to (b)8 below.

ii. All roll film must have the following targets at the end of a roll of film, after any document images:

(1) An affidavit (if applicable, pursuant to (b)9 below);
(2) A Camera Operator's Certificate, to be filled out by the person that operated the camera that created the microfilm;
(3) A Resolution Chart (Industry standard resolution chart purchased from the National Institute of Technology (NIST); and
(4) A Background Density Target.

4. The following targets shall be utilized in the creation of microfilm from digital images. These image processing system targets are to be used in place of the typical targets used by a camera operator, pursuant to (b)3 above when filming documents for microfilm. The sequence in which they are listed is the sequence they shall appear on the film:

i. At the beginning of a roll of microfilm created from digital images, before any images of documents:

(1) An Image Processing System Front Background Density Target;
(2) An Image Processing System Front Resolution Target (Industry standard resolution target purchased from the American National Standards Institute (ANSI) or International Organization for Standardization (ISO));
(3) An Image Processing System Certificate Of Authenticity/Non-Destruction of Public Records, to be utilized only if the intention is to retain the original records permanently;
(4) An Image Processing System Certificate Of Authenticity/Destruction of Public Records, to be utilized if the intention is to at some point destroy, if allowable, the original records;
(A) This does not replace the Request for Destruction procedures; and
(5) An Image Processing System Title Target.

ii. At the end of a roll of microfilm created from digital images, after any images of documents:

(1) An Affidavit (if applicable, pursuant to (b)9 below);
(2) An Image Processing System Equipment Operator's Certificate, to be filled out by the operator of the equipment that is creating the microfilm);
(3) An Image Processing System End Resolution Target (Industry standard target purchased from the American National Standards Institute (ANSI) or International Organization for Standardization (ISO)); and
(4) An Image Processing System End Background Density Target.

5. Targets. All targets must be filled out with the required information and complete signatures.

i. If any of the required information is missing, the reel must be recreated and the documents and accompanying targets filmed over again.

ii. Examples of the targets given in (b)3 and 4 above may be obtained from the Bureau of Micrographics and Alternative Records Storage or the Division of Archives and Records Management.

6. Resolution chart. Only original industry standard resolution charts, purchased from the National Institute of Technology (NIST), American National Standards Institute (ANSI) or International Organization for Standardization (ISO), may be used for microfilming. Printed or photocopied of resolutions charts will not provide correct readings for the inspection of the film.

7. Certificate of authenticity. For a microfilm copy of a public record to have legal standing, the film must identify the person authorizing the microfilming. The Certificate of Authenticity must include the signature of the authorizing head of the agency or governing body. Copies of the original certificate may be used for microfilming.

8. Title target. All roll microfilm must contain a completed Title Target containing:

i. The title of records filmed;

ii. The start file and end file (if known) information;

iii. The reduction ratio;

iv. The camera type;

v. The film type; and

vi. The department or agency having custody of the records.

9. Affidavit. All roll film must contain, if applicable, a copy of an affidavit, signed by the camera operator or an image processing equipment operator, concerning procedures followed in filming records; such as the reproduction or non-reproduction of reverse side of documents, or the established procedures followed for labeling or stamping of maps, drawings, or other documents containing raised seals, including the seals of architects and engineers, if such seals are not shaded or highlighted to render them visible for reproduction.

10. Missing operator's certificate. If any reel(s) lack a camera operator's certificate or an image processing equipment operator's certificate or if the complete signature of the camera operator or an image processing equipment operator is missing from a camera operator's certificate or an image processing equipment operator's certificate on a reel of microfilm, an agency may, upon prior notification and approval of the Chief of the Bureau of Micrographics and Alternate Records Storage or the Supervisor of Micrographics and Imaging Services, splice a certificate on the end of the reel(s). Splicing must be done after any existing targets. Addition of such documentation to a roll of film will be permitted only in those cases where the operator who actually filmed the documents on the reel(s) signs the certificate.

11. Retakes. Where applicable, any retakes must be filmed along with the appropriate correction targets before and after the re-filmed documents.

i. Targets indicating the beginning and end of retakes must be used.

ii. The film must then be spliced onto the corresponding reel.

iii. Retakes may be placed at the beginning or end of a roll of film.

iv. When computer-assisted or random retrieval methods are used, retakes may be placed on the following roll with retake targets.

v. Placement of retakes should be decided before the start of filming and remain consistent.

12. Splices. Only heat-weld splicing is considered archival. Splices should be kept to a minimum. No more than four splices per roll will be accepted. Splices may not be made on master negatives between targets or series of documents including required beginning and ending targets. Retakes, spliced at the beginning or end of a reel must include beginning and ending targets pursuant to (b)3 and 4 above. Splicing between any other images will be allowed only within duplicate rolls, and then only in proper sequence. Splicing between any other images should never be made on master negatives.

13. Master negatives. A master negative shall be created and maintained, pursuant to (b)2iii above, for any microfilmed public record or records. The master negative (the original reel of film produced) must meet the following standards:

i. Film stock. Only a polyester-based permanent safety film with a silver halide gelatin emulsion, developed to a black and white image, that conforms to the standards of the American National Standards Institute per ANSI/NAPM IT9.1-1996 for LE 500 film, as amended or supplemented, incorporated by reference herein, may be used for the master copies of public records.

ii. Density. To permit a more accurate reproduction of the original roll, each image should maintain, as far as possible, a specific density throughout the roll.

(1) The Bureau Chief or Supervisor shall use judgment to determine the most suitable density within this range for the documents being filmed. Since the color of the original documents will affect the density of the image, and not all documents in a particular record series may have the same color, an average density aim point should be chosen.
(2) The procedure for density measurement is described in ANSI/AIIM MS23- 1998 as amended or supplemented, incorporated by reference herein.
(3) Both background density and D-min density must be taken with a transmission densitometer.
(4) The densitometer must meet with ANSI/NAPM IT2.18-1996, for spectral conditions and ANSI/NAPM IT2.19-1994, for geometric conditions for transmission density.
(5) Readings shall be made close to the center of the film strip to avoid edge fog interference.
(6) The background ISO standard visual diffuse transmission density on microforms must be appropriate to the type of documents being filmed. For most documents, optimum density should read 1.0 to 1.20 for original first generation camera film. Acceptable standards will fall between a minimum of 0.80 and a maximum of 1.35.
(7) A density minimum reading taken from the non-image or clear area of the film shall not exceed a reading of 0.12 or manufacturer's specifications using automatic retrieval systems.
(8) The base plus fog density of unexposed, processed films must not exceed 0.10. When a tinted base film is used, the density must be increased.

iii. Resolution. Minimum resolution on microforms of source documents shall be determined using the method in the Quality Index Method for determining resolution and anticipated losses when duplicating, as described in ANSI/AIIM MS23-1998 and MS43-1998 as amended or supplemented, incorporated herein by reference.

(1) Resolution tests shall be performed using an ISO 3334-1991 Resolution Test Chart and the patterns read following the instructions of ISO 3334- 1991, or their equivalent.
(2) A microscope having a magnification of 50X to 150X with achromatic objectives must be used to read the resolution on a resolution test chart. The line direction method will be used in making the determination of resolution. A minimum resolution of 80 lines per millimeter on rotary cameras and 110 lines per millimeter on planetary cameras must be obtained on first generation camera film.
(3) The smallest characters should be used to display information to determine the height used in the Quality Index Method.
(4) A Quality Index of five is required at the third generation level.
(5) Due to optical limitations in most photographic systems, film images of thin lines appearing in the original document will tend to fill in as a function of their width and density. Therefore, as the reduction ratio of a given system is increased, the background density must be reduced as needed to ensure that the copies will be legible.

iv. Processing. All film must be processed in accordance with procedures in ANSI/AIIM MS43-1998, incorporated herein as amended or supplemented. Dry chemical processing will not be acceptable.

(1) Microforms must be processed so that residual thiosulfate ion concentration will not exceed 0.014 grams per square meter in accordance with ANSI/NAP IT9.1-1996 as amended or supplemented, incorporated by reference herein. Film failing to meet the specified limits for thiosulfate concentration will not be acceptable.
(2) Thiosulfate residual content in microfilm processing should be tested at least once a month. Only the methylene blue test method will be considered sufficiently reliable to determine archival quality. Levels of residual thiosulfate ion concentration shall be in accordance with ANSI/NAP IT9.1-1996 as amended or supplemented, incorporated by reference herein, must be maintained.
(3) All film must be inspected for proper indexing, density, resolution and for residual thiosulfate. Film must be free of scratches, abrasions, blemishes or other defects.
(4) Master copies of microfilm and other microimaged records must be processed and maintained in a facility in conformity with and under conditions for the same established in N.J.A.C. 15:3-6, Storage of Public Records in accordance with the provisions of N.J.A.C. 15:3-3.13.
(5) When film is to be cut for jackets or aperture cards, the original roll may be used, provided an uncut duplicate roll of silver halide film has been prepared previously for storage as a master negative.

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15:3-3.7: Aperture Cards

(a) Conformance to standards. The components of the aperture card, including the paper and adhesive, must conform to the requirements of ANSI/PIMA IT9.2-1998 as amended or supplemented, incorporated by reference herein.

(b) Conformance to Life Expectancy (LE) standards. The 35mm film used in the aperture card application must conform to film designated as LE 500 in ANSI/NAPM IT9.1-1996.

(c) Format dimensions. When microfilming on 35mm film for aperture card applications, the format dimensions in ANSI/AIIM MS32-1996, Table 1 are mandatory, and the aperture card format "D Aperture'' shown in ANSI/AIIM MS41-1996, Figure 1, shall be used.

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15:3-3.8: Computer Output Microfilm

(a) Conformance to standards. Computer output microfilm (COM) must meet the requirements of ANSI/AIIM MS1-1996 as amended or supplemented, incorporated by reference herein.

(b) Formats & reduction ratios. For microfilming source documents or computer generated information (COM) on microfiche, the formats and reduction ratios prescribed in ANSI/AIIM MS5- 1992 shall be used as specified for the size and quality of the documents being filmed.

(c) Simplex mode. Computer output microfilm (COM) generated images shall be the simplex mode described in ANSI/AIIM MS14-1996 as amended or supplemented, incorporated by reference herein, at an effective ratio of 1:24 or 1:48 depending upon the application.

(d) Reduction ratio for microfiche. ANSI/AIIM MS23-1998 as amended or supplemented, incorporated by reference herein, shall be followed for determining the appropriate reduction ratio and format for microfiche to meet image quality requirements.

(e) Indices on COM. Indices on computer-generated microforms shall follow the data on a roll of film or in the last frames of a single microfiche, or the last frames of the last fiche in a series pursuant to N.J.A.C. 15:3-3.6(b)2i(3).

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15:3-3.9: Microfiche

(b) Use of original roll for jackets and aperture cards. Pursuant to N.J.A.C. 15:3-3.6(b)13iv(5), when film is to be cut for jackets or aperture cards, the original roll may be used, provided an uncut duplicate roll of silver halide film has been prepared previously for storage as a master negative.

(c) Indices For microfiche, indices shall be placed in the last frames of the last microfiche or microfilm jacket of a series pursuant to N.J.A.C. 15:3-3.6(b)2i(2).

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15:3-3.10: Updateable Microfiche Systems

(b) Conformance to standards. The updateable microfiche must meet the microfilm specifications as outlined in N.J.A.C. 15:3-3.6 with the following additions:

1. Each microfiche must have the specified targets at the beginning and ending of each row;

2. Each time a microfiche is updated, a certificate of authenticity shall be inserted at the end of the added documents;

3. If permanent records are to be microfilmed and the hard copy records destroyed, the microfiche security copy shall be on silver halide film and stored under archival conditions; and

4. The expunging equipment on the updateable microfiche camera shall be rendered inoperable if an agency intends to request that the original copy of the records that have been microfilmed be destroyed. The hard copy of the records may not be destroyed until approval has been granted by the Division according to the procedures established under N.J.A.C. 15:3-2.2, Disposal of public records.

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15:3-3.11: Microfilm Created from Digital Images; Certification, Approval

(b) Approval of image processing systems. Any image processing system established and maintained for the creation, management, or storage of public records in a State or local government agency must receive the approval of the Chief of the Bureau of Micrographics and Alternative Records Storage, or the Supervisor of Micrographics and Imaging Services, and the Chief of the Bureau of Records Management pursuant to the provisions of P.L. 1994, c.140, and N.J.A.C. 15:3-4, Image Processing of Public Records, and 15:3-5, Certification of Image Processing Systems, before the system can be submitted for certification by the State Records Committee.

(c) Conformance to standards. All microfilm created from digital images and intended for use as public records must be certified per P.L. 1994, c.140 and N.J.A.C. 15:3-4, Image Processing of Public Records, and 15:3-5, Certification of Image Processing Systems, and receive the approval of the Chief of the Bureau of Micrographics and Alternative Records Storage, or Supervisor of Micrographic and Imaging Services per the standards and procedures established for microfilm and microfilming of public records established under the provisions in this subchapter.

(d) Targeting. Any roll of microfilm created from digital images, intended for use as public records, must include all image processing system targets required in N.J.A.C. 15:3-3.6(b)4 at the beginning and end of said roll of film.

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15:3-3.12: Duplication of Original Records After Microfilming

1. Silver halide film shall be used when producing copies of the original master negative intended for archival, permanent or long-term storage of public records.

2. Although silver halide microfilm is more expensive than other types of film used for duplicating microforms, it has the additional advantage that both negative and positive copies can be produced.

(b) Diazo film. Diazo film is not considered archival in quality and shall not be used to produce master-negative copies of originals.

1. A Diazo copy will maintain the same polarity as the original master (negative to negative or positive to positive).

2. Unexposed Diazo film has a very short shelf life unless refrigerated.

3. Diazo film is often used for duplicate copies of microfilm since it is less expensive than silver halide film and very durable.

(c) Vesicular film. Vesicular film is not archival in quality and shall not be used to produce master copies of microfilmed records.

1. Vesicular film is a reversing process film. The polarity of the copy will be reversed to that of the original master (positive to negative or negative to positive) through exposure and processing by heat.

2. Vesicular film should be only used for short-term storage applications.

3. When not fully exposed, vesicular film may develop eligible, cosmetic blemishes.

4. Vesicular duplication film may also be considered suitable for distribution or working copies when archival quality is not a factor.

(d) Master copy not to be used for reference purposes The silver halide master copy of microfilmed records shall not be used for reference purposes. Agencies must ensure that the archival microform remains clean and undamaged during the process of making a duplicating master. Duplicate copies using silver halide, dry silver, diazo or vesicular film should be produced and used for:

1. Reference;

2. Further duplication on a recurring basis;

3. Large-scale duplication; and

4. Distribution of records in microform.

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15:3-3.13: Storage of Microforms

1. Reference copies or working copies of records on silver halide, dry silver, vesicular or diazo microfilm or other microforms may be used and stored in an ordinary office environment and are not required to be stored or maintained in conformity with and under conditions established in N.J.A.C. 15:3-6, Storage of Public Records. (See definitions of "silver halide film," "dry silver film," "vesicular film" and "diazo film" at N.J.A.C. 15:3-3.3).

2. Microform containing public records with short-term retention periods should under conditions that will ensure their preservation for their full retention period. Agencies may consult Life Expectance (LE) guidelines in ANSI/AIIM standards in N.J.A.C. 15:3-1.4 for storage conditions that can be used to meet retention requirements.

3. Non-silver copies of microforms shall not be stored in the same storage area as silver halide master copies or duplicate copies due to possible deterioration of silver halide microfilm resulting from offgassing of chemicals from other types of film.

1. The relative humidity of the storage vault or room must not exceed 40 percent and should not be lower than 30 percent.

2. Temperatures must not exceed 70 degrees Fahrenheit (21.1 degrees Celsius). A stable temperature of not more than 68 degrees Fahrenheit (20 degrees Celsius) is preferred.

3. Rapid and wide-range cycling of humidity or temperature must be avoided and in no instance exceed plus and/or minus five percent relative humidity or one or two degrees Fahrenheit in a 24-hour period.

4. No rubber bands, tape or other foreign objects may be used to hold film on the reels.

5. The materials used for storage should not ignite, decompose, or develop reactive fumes or vapors.

6. Film must be stored in a closed container of such inert material as plastic.

1. To facilitate inspection, the agency shall maintain an inventory of microfilm listing each microform series/publication by production date, producer, processor, format, and results of previous inspections.

2. At two year intervals, a one percent random sample of all microfilmed records of a public agency in storage shall be inspected in accordance with ANSI/AIIM MS45-1990. For each biennial inspection, a different lot sample shall be chosen with some samples of the previous lot re-inspected.

3. The elements of the inspection shall consist of:

i. An inspection, per ANSI/AIIM MS45-1990, for peeling emulsion, brittleness, molding, aging blemishes, or base deformation;
ii. A re-reading of resolution targets;
iii. A re-measurement of density; and
iv. Certification of the environmental conditions under which the microforms are stored, in accordance with N.J.A.C. 15:3-6, Storage of Public Records.

4. The agency shall prepare an inspection report, and send a copy to the Division. The inspection report must contain:

i. A summary of the inspection findings, including:

(1) A list of batches by year that includes the identification numbers of microfilm rolls and microfiche in each batch;
(2) The quantity of microforms inspected;
(3) An assessment of the overall condition of the microforms;
(4) A summary of any defects discovered, for example, redox blemishes or base deformation; and
(5) A summary of corrective action taken; and

ii. A detailed inspection log created during the inspection that contains the following information:

(1) A complete description of all records inspected (title; roll or fiche number or other unique identifier for each unit of film inspected; confidential information, if any; and inclusive dates, names, or other data identifying the records on the unit of film);
(2) The date of inspection;
(3) Elements of the film inspected;
(4) Any defects uncovered; and
(5) Corrective action taken.

5. Inspection shall be performed in an environmentally controlled area in accordance with ANSI/AIIM MS45-1990 as amended or supplemented, incorporated by reference herein.

6. Any signs of deterioration that may be noted shall be reported immediately to the Chief of the Bureau of Micrographics and Alternative Records Storage, or the Supervisor of Micrographics and Imaging Services, of the Division of Archives and Records Management.

7. If an inspection shows that a master microform is deteriorating, the agency shall make a silver halide duplicate or cause a silver halide duplicate to be made to replace the deteriorating master.

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15:3-3.14: Transfer of Microforms

1. Submit a completed records transmittal form to the State Records Center, unless otherwise instructed; and

2. Include the following information on the transmittal form, or in an attachment to the transmittal:

i. The name of the agency and program component;
ii. The identification number and title of the records series;
iii. The media or format used;
iv. The barcode number or other identifier for each unit of film;
v. The confidentiality of records, if any;
vi. Inclusive dates, names, or other data identifying the records to be included on a unit of film;
vii. Indices or other finding aids that are not contained in the microform; and
viii. Copies of Inspection log forms and inspection reports.

(b) Transfer of microform records with permanent or long-term retention schedules to the State Records Center. Agencies may transfer microform records with permanent or long-term retention schedules to the State Records Center only if they provide copies of the records that the microforms have been inspected by the agency, an agency contractor, or a commercial records center, or if the agency contracts with the Division to inspect the microforms on a reimbursable basis, and the film passes inspection by the same.

(c) Transfer of permanent or archival records in microform to the legal custody of the State Archives. Agencies may transfer permanent or archival records in microform to the legal custody of the State Archives, provided the microfilm has been certified as conforming to State standards and a records retention schedule has been approved for the records by the State Records Committee as permanent or archival records, or the Director of the Division of Archives and Records Management or the Chief of the Bureau of Archives and History have approved the transfer of such records to the State Archives. Agencies transferring microforms to the State Archives shall:

1. Package non-silver copies of microfilm separately from the silver halide master copies or silver halide duplicate microform copy. Clearly label non- silver microfilm as non-silver copies;

2. Originate the transfer by submitting an agreement to transfer records to the State Archives of the State of New Jersey, unless otherwise instructed;

3. If the records are not in the State Records Center, submit the information specified in N.J.A.C. 15:3-3.11(a);

4. Transfer the silver halide original (or duplicate silver halide microform) plus one microform copy, or cause a copy to be created;

5. State the inspection of the microform is up-to-date and provide copies of inspection log forms and inspection reports; and

6. Package non-silver copies separately from the silver halide original or silver duplicate microform copy and clearly label them as non-silver copies.

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15:3-3.15: Disposal of Original Records after Microfilming

1. No original records may be destroyed after microfilming unless the agency obtains permission to do so from the Division pursuant N.J.A.C. 15:3-2.2(a) and (c). A "Request and Authorization for Records Disposal" form, as set forth in N.J.A.C. 15:3-2.2(f), must be used for this purpose. Signed certification shall accompany the form stating that the listed records have been microfilmed in accordance with the rules and regulations of the subchapter and that with the creation of these microfilm copies, the original records have ceased to have sufficient value to warrant their retention.

2. Authority to destroy the paper records may be withheld when inspection reveals improper photographic exposure, distorted or unreadable microfilm images, or evidence of loss of the integrity of the original files through inadequate identification, lack of proper indexing, or rearrangement of papers in such a manner that their original identity and usability is lost.

3. The Division will not approve the destruction of original records that have intrinsic value, or original records that are scheduled as having permanent long-term retention and that have other characteristics that would limit the usefulness of microform copies for public reference.

4. When an agency intends to retain the silver original microforms of permanent records and destroy the original paper records, the agency must certify in writing that the microform will be stored in compliance with State standards and inspected as required State statutes and rules.

5. Disposal of paper records after microfilming shall be conducted according to procedures established in N.J.A.C. 15:3-2.2(c), concerning audit of fiscal records, and N.J.A.C. 15:3-2.2(f), concerning physical destruction of public records.

15:3-3.16: Inspection of Microforms, Micrographics Equipment, and Procedures in Government Agencies

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15:3-3.17: Notice of Intention to Microfilm Public Records

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15:3-3.18: Microfilm Projects