(b) Preservation, accessibility, legal integrity and admissibility of public records. Standards, procedures and rules for storage of public records mandated by P.L. 1953, c.410 (N.J.S. 47:3-26) as amended, P.L. 1994, c.140 (N.J.S. 47:1-12(a) et al. as amended), and other sections of the State statutes are promulgated in this subchapter to ensure the preservation and accessibility of public records. Furthermore such standards, procedures and rules for storage of public records insure the legal integrity and admissibility of public records as provided for under P.L. 1994, c.140, § 4 (N.J.S. 47:3-26 as amended) et al.

(c) Storage of security copies of public records. P.L. 1994, c.140, which amends Section 12 of P.L. 1953, c.410 (N.J.S. 47:3-26) and other sections of the New Jersey Statutes, mandates the Division of Archives and Records Management in the Department of State, with the approval of the State Records Committee, to formulate "standards, procedures and rules for photographing, microphotographing, microfilming, data processing and image processing of public records for the preservation, examination and use of such records, including indexing and arrangement thereof" to allow the use of the same for keeping public records. Such standards and procedures promulgated in N.J.A.C. 15:3-4, effective May 5, 1997, include the requirement under N.J.A.C. 15:3-4.4(e) for security copies of public records on optical disks or other media to be stored in secure and suitable facilities according to record storage rules promulgated by the State Records Committee.

(d) Storage of records by public agencies. Furthermore, the rules define standards, procedures and guidelines for storage of public records pursuant to P.L. 1920, c.309, § 3(10), (N.J.S. 40:48-6), which requires the governing body of municipalities to provide a vault or other place or places for safekeeping of books, valuable records, documents and papers affording equal or greater security against fire and theft and other statutory requirements for safe-keeping of records by public agencies.

The words and terms used in this subchapter shall have the standard meaning as established in the Technological Report for Information and Image Management-- Glossary of Imaging Technology (ANSI/AIIM TR2-1992), Glossary of Records Management Terms--A Guideline (ARMA A4542), and A Glossary for Archivists, Manuscript Curators, and Records Managers (SAA PC103), each as amended and supplemented and incorporated herein by reference, except as may be otherwise defined in State statutes, including:

"Agency" or "agencies" means any board, body, department, commission, or office of an official of the state, or any political subdivision thereof, or any public board, body, commission or authority created pursuant to law.

"AIIM" means the Association for Information and Image Management, a standards-setting body affiliated with the American National Standards Institute (ANSI), which is the principal developer of standards for microforms and information storage technologies involving images, such as optical disks and scanners. The address of the Association for the purpose of ordering publications is as follows:

Association for Information and Image Management
AIIM Publication Sales
1100 Wayne Avenue, Suite 1100
Silver Spring, MD 20910-5603
Telephone: (301) 587-8202
Fax: (301) 587-2711

"ANSI" means the American National Standards Institute, a private national standards organization in the United States, which coordinates the development and maintenance of various industry standards. ANSI serves as the United States representative to the International Organization for Standardization (ISO). The address of the Institute is as follows:

American National Standards Institute
11 West 42nd Street, 13th Floor
New York, NY 10036
Telephone: (212) 642-4900
Fax: (212) 302-1286 (orders only)

"Archival film" means a photographic film that when stored under archival storage conditions is suitable for preservation of records having permanent value, providing the original images are of suitable quality. Films suitable for archival records are described in ANSI PH1.28-1984 and ANSI PH1.41-1984 as amended and supplemented.

"Archival storage conditions" means those controlled conditions that are suitable for preservation of records having permanent or long-term legal, administrative or historical value and which will prolong the useful life of any type or form of record media.

"ARMA" means the Association of Records Managers and Administrators International, which is the principal records and information management association in the United States and Canada, and one of the organizations accredited by the American National Standards Institute (ANSI) to develop records management standards. The address of the Association is as follows:

Association of Records Managers and Administrators International
4200 Somerset Drive, Suite 215
Prairie Village, KS 66208
Telephone: (800) 422-2762
Fax: (913) 341-3742

"ASCII" means American Standard Code for Information Interchange, a binary code used as a common denominator between incompatible formats, since most applications can export and import ASCII files.

"ASTM" means American Society for Testing and Materials, a developer and provider of voluntary consensus standards which has developed and published technical standards for reliability of materials, products, systems and services used by industries worldwide. The address of the Association is as follows:

American Society for Testing and Materials
100 Barr Harbor Drive
West Conshohocken, PA 19428-2959
Telephone: (610) 832-9585
Fax: (610) 832-9555

"Celsius" means a temperature scale, also known as the Centigrade scale, divided into 100 degrees, in which 0 degrees represents the freezing point and 100 degrees represents the evaporating point of water. Celsius is now the preferred term in technical use.

"CFR" means the Code of Federal Regulations. The Code of Federal Regulations is a codification of the general and permanent rules published in the Federal Register by the Executive departments and agencies of the Federal government. It is the official compilation of Federal regulations of general applicability and legal effect, arranged in subject order, published by the National Archives and Records Administration (NARA).

"DARM" means the Division of Archives and Records Management in the Department of State.

"Division of Archives and Records Management" or "Division" means the Division of Archives and Records Management (DARM) in the Department of State established pursuant to the Governor's Reorganization Plan filed April 29, 1983; furthermore, pursuant to P.L. 1994, c.140 (N.J.S. 47:1-75), whenever in any law, rule, regulation, order, contract, document, judicial or administrative proceeding, reference is made to the "Public Records Office" or "Bureau of Archives and History" or "Bureau" in the Department of Education, or the administrator thereof, the same shall be considered to mean and refer to the Division of Archives and Records Management in the Department of State. The address of the Division is as follows:

Department of State
Division of Archives and Records Management
PO Box 307
Trenton, NJ 08625-0307
Telephone: (609) 530-3200
Fax: (609) 530-6121

"DoD" means Department of Defense, a cabinet-level agency of the United States government, which establishes standards for use in automated information systems for the department's functional community. The copies of DoD standards cited in this subchapter are available from:

Department of Defense
Defense Technical Information Center (DTIC)
8725 John J. Kingman Road, Suite 0944
Fort Belvoir, VA 22060-6218
Telephone: (800) 225-3842

"EBCDIC" means Extended Binary Coded Decimal Interchange Code, a data code used in IBM mainframes and other midrange computers that stores one alphanumeric character or two decimal digits within a byte.

"FEMA" means the Federal Emergency Management Agency, a former independent agency that became part of the new Department of Homeland Security in March 2003, is responsible for responding to, planning for, recovering from and mitigating against disasters. The address of the agency is as follows:

Federal Emergency Management Agency
Federal Center Plaza
500 C Street S.W.
Washington, DC 20472

"Film enclosure" means any item in close or direct contact with photographic film or microfilm, such as reels, cores, spools, cassettes, magazines, cans, canisters, folder, envelopes, cartons, sleeves or aperture cards, used to house, store or protect the such film.

"FIPS" means Federal Information Processing Standard. The National Institute of Standards and Technology, the principle standards agency for the Federal government, oversees the development of Federal Information Processing Standards (FIPS). Copies of the FIPS standards cited in this subchapter are available from:

National Technical Information Service (NTIS)
U.S. Department of Commerce
Springfield, VA 22161
Telephone: (703) 487-4650

"Fire-protective storage facilities" means storage facilities designed to protect records against excessive temperatures, water and other fire-fighting agents, steam or other gases produced by burning insulation and other building materials, and collapsing structures.

"Fire-resistive vaults" means vaults as defined in ANSI/NFPA 232-1980.

"ICC" means the International Code Council, is a nonprofit association, formed by the recent merger of BOCA (Building Officials and Code Administrators), ICBO (International Conference of Building Officials), and SBCCI (Southern Building Code Congress International), dedicated to building safety and developing the codes used to construct residential and commercial buildings, including homes and schools. The majority of U.S. states, counties and cities have adopted building construction, safety and fire prevention codes developed by the ICC. The address of the Council is as follows:

International Code Council
5203 Leesburg Pike, Suite 600
Falls Church, VA 22041

"IEC" means the International Electrotechnical Commission, the international standards and conformity assessment body for all fields of electrotechnology. National members of the IEC are the primary agents of IEC standards and other publications, which, in the United States is the American National Standards Institute (ANSI).

"IEEE" means the Institute of Electrical and Electronic Engineers, the world's largest technical professional organization, which establishes standards in the fields of electrical, electronics and computer engineering. The address of the Institute for the purpose of ordering publications is as follows:

Institute of Electrical and Electronic Engineers
IEEE Computer Society Press
Customer Service Center
10662 Los Vaqueros Circle
PO Box 3014
Los Alamitos, CA 90720-1314
Telephone: (800) CS-BOOKS
Fax: (714) 821-4641

"IEST" means the Institute of Environmental Sciences and Technology, a professional society of engineers, scientists and educators from industry and academic institutions in the environmental sciences. The address of the Institute is as follows:

Institute of Environmental Sciences and Technology
940 East Northwest Highway
Mt. Prospect, IL 60056
Telephone: (847) 255-1561

"Insulated record containers" means insulated record storage containers (Class 150) as defined in ANSI/UL 72-1983. Tests for Fire Resistance of Record Protection Equipment.

"ISO" means the International Organization for Standardization, which coordinates national standards bodies worldwide. The address of the Organization is as follows:

International Organization for Standardization
Central Secretariat
1, rue de Varembre
Case postale 56
CH-1211 Geneve 20
Switzerland
Telephone: 41 22 749 01 11
Fax: 41 22 733 34 30

"Long-term storage" means storage conditions that are suitable for ensuring a minimum useful life of a record or series of records required by a Federal or State statute or regulation, or by a retention schedule approved by the State Records Committee per P.L. 1953, c.410 (N.J.S. 47:3-20 et seq.) to be retained by the originating agency for 10 or more years after creation, filing, or completion.

"Low temperature storage" means storage of records at temperatures below ambient temperature, such as refrigeration temperature (1.7 to 7.2 degrees Celsius/35 to 45 degrees Fahrenheit), special installations (1.7 to 18.3 degrees Celsius/35 to 65 degrees Fahrenheit), or deep freeze temperature (-17.8 degrees Celsius/0 degrees Fahrenheit).

"Medium-term storage conditions" means storage conditions that are suitable for ensuring a minimum useful life of a semicurrent record or series of records as required by a Federal or State statute or regulation or a retention schedule approved by the State Records Committee per P.L. 1953, c.410 (N.J.S. 47:3-20 et seq.) to be retained by the originating agency for more than three years but less than 10 years after creation, filing, or completion.

"NAPM" means National Association of Photographic Manufacturers, a trade and technical information organization of photographic products manufacturers and suppliers, develops standards for the fields of photography and optics. NAPM serves as the standards secretariat and developer for ANSI/NAPM IT (Imaging Technology) committees, ISO TC42-Photography, and ISO TC172-Optics and Optical Instruments. The address of the Association is as follows:

National Association of Photographic Manufacturers
550 Mamaroneck Avenue
Harrison, NY 10528
Telephone: (914) 698-7603
Fax: (914) 698-7609

"NARA" means National Archives and Records Administration, formerly the National Archives and Records Service (NARS), which is the government agency responsible for the public records and archival programs of the United States, including publication of the Federal Register and the Code of Federal Regulations (CFR). The address of the Administration is:

National Archives and Records Administration
700 Pennsylvania Avenue NW
Washington, DC 20408-0001
Telephone: (800) 234-8861 (publications)
Fax: (202) 501-7170

"NBS" means National Bureau of Standards, now named the National Institute of Standards and Technology (NARA).

"NEDCC" means Northeast Document Conservation Center. The address of the Center is as follows:

Northeast Document Conservation Center
100 Brickstone Square
Andover, MA 01810-1494
Telephone: (508) 470-1010
Fax: (508) 475-6021

"NFPA" means National Fire Protection Association, an international nonprofit organization producing scientifically-based consensus codes and standards, research, and education programs for fire and related safety issues. The address of the Association is as follows:

National Fire Protection Association
1 Batterymarch Park
Quincy, MA 02269-9101
Telephone: (617) 770-3000
Fax: (617) 770-0700

"NISO" means the National Information Standards Organization, which is the principal United States organization for the development of library, archival and information management standards. Its members include the Society of American Archivists (SAA), National Archives and Records Administration (NARA), American Library Association (ALA), and the Association for Information and Image Management (AIIM). Copies of the NISO standards cited in this subchapter are available from:

National Information Standards Organization
NISO Press Fulfillment
PO Box 338
Oxon Hill, MD 20750-0338
Telephone: (800) 282-NISO or (800) 282-6476
Fax: (301) 567-9553

"NIST" means the National Institute of Standards and Technology (formerly named the National Bureau of Standards), the principal standards agency within the United States government. The National Institute of Standards and Technology oversees the development of Federal information processing standards and conducts related studies for other Federal agencies. Copies of the NIST standards cited in this subchapter are available from:

National Technical Information Service (NTIS)
U.S. Department of Commerce
Springfield, VA 22161
Telephone: (703) 487-4650

"NML" means the National Media Laboratory, an industry consulting group supporting U.S. government evaluation, development, and deployment of advanced storage media systems. The Laboratory's address for publication is:

National Media Laboratory
Publications and Technology Transfer
Bldg. 235-3A-20
St. Paul, MN 55144-1000
Telephone: (651) 736-4969

"Permanence" means the capacity to retain properties such as strength and color over extended periods of time, as influenced by internal factors (for example, chemical composition) and external conditions (for example, light, temperature, relative humidity, and atmospheric contaminants). The current trend is to substitute the term "life expectancy" for "permanence."

"Public record" or "records" means any and all records of a State or local agency, as defined in P.L. 1953, c.410 (N.J.S. 47:3-16) as amended.

"Records storage facility" means a records center or other facility maintained and administered for the storage, maintenance, and reference use of public records pending their ultimate disposition.

"Relative humidity" means the ratio of the quantity of water vapor in the atmosphere to the quantity of water vapor which would saturate the atmosphere at the existing temperature. Also, the ratio of the pressure of water vapor present in the atmosphere to the pressure of water vapor required to saturate the air at the existing temperature.

"SAA" means the Society of American Archivists, the oldest and largest organization for archives and archivists in North America. The Society establishes standards and guidelines for the identification, preservation and use of records of historical value. The Society's address is as follows:

Society of American Archivists
600 S. Federal, Suite 504
Chicago, IL 60605
Telephone: (312) 922-0140
Fax: (312) 347-1452

"State Records Committee" or the "Committee" means the State Records Committee established pursuant to P.L. 1953, c.410 (N.J.S. 47:3-20 et al.), which consists of the State Treasurer, Attorney General, State Auditor, and the Directors of the Division of Local Government Services of the Department of Community Affairs and the Division of Archives and Records Management of the Department of State, or their designees. The address of the State Records Committee is as follows:

State Records Committee
PO Box 307
Trenton, NJ 08625-0307
Telephone: (609) 530-3200
Fax: (609) 530-6121

"Storage housing" means a physical structure supporting containers enclosing or holding records media and may consist of racks, shelves, drawers or cabinets.

"Tuple" means a data object containing two or more components. The components of a tuple may be of different types whereas all elements of a list have the same type.

"UL" means Underwriters Laboratory, Inc., a provider of product safety certification and quality system registration services. The address of the Laboratory is as follows:

Underwriters Laboratory, Inc.
333 Pfingsten Road
Northbrook, IL 60062
Telephone: (847) 272-8800

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1. This section is intended for use in conjunction with the following referenced national and international standards as amended and supplemented, incorporated herein by reference. The standards cited in the subsection are available from the American National Standards Institute, Inc. (ANSI) or other standards-setting organizations as cited in N.J.A.C. 15:3-6.2. They are also available for use and inspection at the Division of Archives and Records Management, 2300 Stuyvesant Avenue, Trenton, New Jersey per the provisions of N.J.A.C. 15:3-4.7(f).

i. ANSI/NAPM IT9.11. Imaging Media--Processed Safety Photographic Films-- Storage;
ii. ANSI/NFPA 1-1997. Fire Prevention Code;
iii. ANSI/NFPA 10-1994. Portable Fire Extinguishers;
iv. ANSI/NFPA 13-1996. Installation of Sprinkler Systems;
v. ANSI/NFPA 25-1995. Inspection, Testing and Maintenance Water-Based Fire Protection Systems (Revision of ANSI/NFPA 13-A);
vi. ANSI/NFPA 40-1997. Storage and Handling of Cellulose Nitrate Motion Picture Film;
vii. ANSI/NFPA 70-1996. National Electric Code;
viii. ANSI/NFPA 72-1996. National Fire Alarm Code;
ix. ANSI/NFPA 80-1995. Fire Doors and Fire Windows;
x. ANSI/NFPA 80A-1996. Fire Doors and Fire Windows, Protection from Exterior Fire Exposures;
xi. ANSI/NFPA 90A-1996. Installation of Air Conditioning and Ventilating Systems;
xii. ANSI/NFPA 90B-1996. Installation of Warm Heating and Air Conditioning Systems;
xiii. ANSI/NFPA 220-1993. Types of Building Construction;
xiv. ANSI/NFPA 221-1997. Fire Walls and Fire Barrier Walls;
xv. ANSI/NFPA 231-1995. General Storage;
xvi. ANSI/NFPA 232-2000. Standard for the Protection of Records;
xvii. ANSI/NFPA 232A-1995. Fire Protection for Archives and Records Centers;
xviii. ANSI/UL 155. Test for Fire Resistance of Vault Doors;
xix. NEDCC Technical Leaflet. The Environment. Temperature, Relative Humidity, Light and Air Quality: Basic Guidelines for Preservation;
xx. NBS Technical Notice 839. Fire Protection; and
xxi. NFPA 909-1997, Standard for the Protection of Cultural Resources Including Museums, Libraries, Places of Worship, and Historic Properties.

2. All building and construction in the State of New Jersey, undertaken by any State or local government agency, subdivision, district or authority must comply with the provisions of the Uniform Construction Code (UCC), N.J.A.C. 5:23, as adopted by the Department of Community Affairs, Division of Codes and Standards in 35 N.J.R. 1939 et seq., effective May 5, 2003.

1. Any records storage facility used for the storage public records shall be of a nature that minimizes the potential for and the resultant effects of fire. Records storage facilities shall be Type I, II, or III construction per the International Building Code (IBC-2000), Section 602.1, as amended by N.J.A.C. 5:23, that are those types of construction in which the exterior walls are of noncombustible materials and the interior building elements are of fire-resistive materials permitted under the provisions of IBC-2000.

i. For new construction, reference:

(1) IBC-2000, Chapter 2, Use and Occupancy Classification, Section 311, Storage Group S;
(2) IBC-2000, Chapter 7, Fire-Resistant Rated Construction; and
(3) IBC-2000, Chapter 9, Fire Protection Systems.

ii. For general requirements and existing buildings considered for use as record storage facilities, reference:

(1) ANSI/NFPA 232-2000, Standard for the Protection of Records; and
(2) ANSI/NFPA 909-1997, Standard for the Protection of Cultural Resources Including Museums, Libraries, Places of Worship, and Historic Properties.

2. The facility should be a stand-alone structure. In the event the structure is shared with other tenants, firewalls of approved construction shall separate the records storage facility from other areas in the building. Reference: ANSI/NFPA 232A. Fire Protection for Archives and Records Centers, Chapter 2-

3, Fire Risk Evaluation Factors. 3. If the record storage facility is located in a structure with other non- related tenants, activities conducted in other parts of the building shall not be of the nature which would create a hazard to the records stored there. Reference:

i. ANSI/NFPA 232A. Fire Protection for Archives and Records Centers. Chapter 2-3, Fire Risk Evaluation Factors;
ii. ANSI/NFPA 80. Fire Doors and Fire Window; and
iii. ANSI/NFPA 80A. Fire Doors and Fire Window, Protection from Exterior Fire Exposure.

4. Access to the facility shall be restricted to authorized personnel. Adequate security procedures and systems shall be provided to prevent loss, theft, or destruction of public records and to ensure the safety and integrity of the public records stored there.

5. A record storage facility shall maintain a fire prevention program based on good housekeeping practices. Smoking, use of open flame devices or the presence of flammable materials shall be prohibited in storage areas. Reference: ANSI/NFPA 232A. Fire Protection for Archives and Records Centers. Chapter 2-6, Fire Prevention Program.

6. The facility shall have appropriate fire detection and suppression systems with procedures in place to ensure their effectiveness. Reference:

i. ANSI/NFPA 72. National Fire Alarm Code;
ii. ANSI/NFPA 1. Fire Prevention Code;
iii. ANSI/NFPA 10. Portable Fire Extinguishers;
iv. ANSI/NFPA 13. Installation of Sprinkler Systems;
v. ANSI/NFPA 25. Inspection, Testing and Maintenance of Water-Based Fire Protection Systems;
vi. ANSI/NFPA 231. General Storage. Chapter 5-1, Automatic Sprinkler Systems;
vii. ANSI/NFPA 232A. Fire Protection for Archives and Records Centers. Chapter 5-1, Fire Detection;
viii. ANSI/NFPA 232A. Fire Protection for Archives and Records Centers. Chapter 5-2, Automatic Sprinkler Systems;
ix. ANSI/NFPA 232A. Fire Protection for Archives and Records Centers. Chapter 5-4, Gaseous Extinguishment;
x. ANSI/NFPA 232A. Fire Protection for Archives and Records Centers. Chapter 5-5, Comparison of Systems; and
xi. NBS Technical Notice 839. Fire Protection.

7. A slightly positive air pressure balance should be maintained within the records storage area so as to ensure consistency of temperature and relative humidity and minimize infiltration of contaminants. Reference: ANSI IT9.11. Imaging Media--Processed Safety Photographic Film--Storage. Chapter 7.2, Air Conditioning Requirements.

8. Air handling ducts shall be equipped with fire detectors and applicable shutoff apparatus. Reference:

i. ANSI IT9.11. Imaging Media--Processed Safety Photographic Film--Storage. Chapter 7.2, Air Conditioning Requirements;
ii. ANSI/NFPA 232A. Fire Protection for Archives and Records Centers. Chapter 7-4, Air Conditioning/Ventilation; and
iii. ANSI/NFPA 90A. Installation of Air Conditioning and Ventilation Systems.

9. The facility shall have a power supply sufficient to maintain environmental controls, security, lighting, fire detection and suppression equipment. Reference: ANSI/NFPA 232A. Fire Protection for Archives and Records Centers. Chapter 5, Fire Control Systems.

10. No cellulose nitrate films shall be stored in the same records storage facility with other types of record media. If any cellulose nitrate film is retained by an agency, it shall be maintained per ANSI/NFPA 40. Storage and Handling of Cellulose Nitrate Film as amended and supplemented, incorporated herein by reference. Reference:

i ANSI IT9.11. Imaging Media--Processed Safety Photographic Film--Storage. Chapter 7.3, Air Purity;
ii. ANSI/NFPA 40. Storage and Handling of Cellulose Nitrate Film; and
iii. ANSI/NFPA 232A. Fire Protection for Archives and Records Centers. Chapter 2-1, Types of Media.

11. All door openings of the records storage facility shall be fitted with a suitable and approved fire-resistant door. Reference:

i. ANSI/UL 155. Test for Fire Resistance of Vault Doors; and
ii. ANSI/NFPA 232A. Fire Protection for Archives and Records Centers. Chapter 2-10, Vault Door Specifications.

12. All electrical wiring within the facility, exclusive of low-power alarm circuits, shall be encased in approved conduit. Reference:

i. ANSI/NFPA 70. National Electric Code;
ii. ANSI/NFPA 232. Chapter 2-11, Electrical Service; and
iii. ANSI/UL 155. Test for Fire Resistance of Vault Doors.

13. Portable fire extinguishers of a type appropriate for Class A fires shall be readily accessible inside and immediately outside the record storage area. Reference:

i. ANSI/NFPA 10. Standard for Portable Fire Extinguishers; and
ii. ANSI/NFPA 232A. Fire Protection for Archives and Records Centers. Chapter 2-13, Fire Suppression.

14. All record storage containers within a facility shall be kept at least six inches from piping or conduits. Reference: ANSI/NFPA 232A. Fire Protection for Archives and Records Centers. Chapter 2-12, Operating Practices.

15. Per ANSI/NFPA 232, 7.1.3.1, where paper records are stored on open shelf file equipment at heights 12 feet (3.7 meters) or less, the design criteria of ANSI/NFPA 13, Standard for the Installation of Sprinkler Systems, shall be in accordance with Ordinary Hazard Group 2. Where paper records are stored on open shelf file equipment at heights in excess of 12 feet (3.7 meters), the design criteria of ANSI/NFPA 230, Standards for Fire Protection of Storage, shall apply. Storage shall be considered a Class III Commodity. Where paper records are stored on open shelf file equipment, rack structures and solid, slatted or wire mesh shelving shall be constructed of non-combustible material.

i. For new construction, reference:

(1) IBC-2000, Chapter 2, Use and Occupancy Classification, Section 311, Storage Group S;
(2) IBC-2000, Chapter 7, Fire-Resistant Rated Construction; and
(3) IBC-2000, Chapter 9, Fire Protection Systems.

ii. For general requirements and existing buildings considered for use as record storage facilities, reference:

(1) ANSI/NFPA 232-2000, Standard for the Protection of Records, Chapter 7, File Rooms; and
(2) ANSI/NFPA 13, Standards for the Installation of Sprinkler Systems, Chapter 12, Storage.

1. A power supply sufficient to maintain proper archival environmental controls, security, fire detection and suppression equipment;

2. An HVAC system with adequate levels of control to establish and maintain archival storage conditions, including heating, cooling, dehumidification, humidification, particle control and gaseous pollution control, and a slightly positive air pressure balance within the records storage area so as to ensure:

i. Stability of temperature and relative humidity and minimization of fluctuations in the same;
ii. Maintenance of a stable temperature no higher than 21.1 degrees Celsius (70 degrees Fahrenheit) and a stable relative humidity between 30 and 50 percent relative humidity (RH), unless particular media require additional environmental and other controlled conditions as promulgated in this rule or incorporated by reference, as amended and supplemented. In most cases, maintenance of lower temperatures will increase protection and preservation of archival records; and
iii. Minimization of infiltration of contaminants at better than 50 percent of 0.5 micron particles;

3. Temperature and relative humidity shall be systematically measured and recorded;

4. All lighting systems within an archival storage facility, exclusive of emergency lighting systems, shall be incandescent lamps, also known as tungsten lamps.

i. Light sources which shall be avoided are halogen, diachronic reflector lamps, fluorescent lamps, mercury lamps, metal halide lamps, and sodium HID lamps due to discharge of high intensity ultraviolet photons which are known to damage archival materials; and
ii. Ultraviolet light filters shall be placed on all fluorescent lights (and other light sources as appropriated) in areas where archival records are stored, displayed, processed or researched to eliminate wave-lengths below 415 nanometers (nm);

5. Work, reference and storage areas shall be constructed so as to avoid prolonged exposure of archival records to direct or indirect sunlight which contain ultraviolet rays which can damage archival material;

6. Per N.J.A.C. 15:3-4.3(c)1, public records created, copied or stored on paper, which have been designated for permanent or long-term retention by State or Federal regulation or law or a retention schedule approved by the State Records Committee, shall be created or copied and stored on paper which meets the standards set forth in NISO Z39.48-1992. Permanence of Paper for Printed Publications and Documents in Libraries and Archives, as amended and supplemented, incorporated herein by reference, unless an exception is granted by the State Records Committee as part of a records retention schedule per N.J.S. 47:3-15 et seq. due to backup on other media such as microfilm or other considerations;

7. Storage containers, folders and other enclosures for archival material shall be constructed of acid-free buffered, lignin-free paper, or other material free of harmful off-gassing, especially sulfur dioxide, nitrogen oxides, peroxides and ozone which catalyze harmful chemical reactions that lead to acid in materials; and

8. Electrostatic precipitators shall not be used because they produce ozone.

(e) Designation of records storage facilities. Designation of records storage facilities shall be as follows:

1. Per Executive Order No. 109, approved December 8, 1981, and the State Agency Transfer Act, P.L. 1971, c.375 (N.J.S. 18A:73-26 as amended), filed April 25, 1983, the Division of Archives and Records Management has been designated as the official State Records Storage Center. Semicurrent or concurrent records of State agencies shall be transferred to the State Records Center when records are no longer needed for current operations of the agency, but may still be used infrequently due to continuing legal, fiscal, or administrative value, per records retention schedules established by the State Records Committee pursuant to the provisions of N.J.S. 47:3-15 et seq. and N.J.A.C. 15:3-2.5.

2. Per P.L. 1920, c.46, § 7, (N.J.S. 47:2-7) as amended and the State Agency Transfer Act, P.L. 1971, c.375 (N.J.S. 18A:73-26 as amended), filed April 25, 1983, the Division of Archives and Records Management has been designated as the official State Archives. Archival records of a public agency which are deemed by a records retention schedule established and approved by the State Records Committee pursuant to P.L. 1953, c.410 (N.J.S. 47:3- 15 et seq.) to possess sufficient legal, administrative, evidential, historical, artifactual, or other value to warrant permanent retention which are not needed for administrative purposes by the agency shall be transferred to the State Archives at such times and in such manner and form as prescribed by the Division. The State Archives shall assume full legal custody and ownership of such records upon transfer to the same and shall thereafter be wholly responsible for their care, maintenance, use and preservation.

3. The Division may designate alternative records storage facilities for public records, provided such facilities shall conform to the standards promulgated in this subchapter as approved by the State Records Committee as established pursuant to P.L. 1953, c.410 (N.J.S. 47:3-20 et al.).

(f) Exclusions. Exclusions from this subchapter shall be as follows:

1. File areas and temporary storage areas. For the purposes of this section, the term "records storage facility" excludes:

i. Central file areas and file rooms containing active or semi-active records used and maintained in their office of origin;
ii. Records staging areas used for the temporary storage of records before their transfer to a records center or other disposition, provided no records are held in these staging areas for a period not to exceed 12 months; and
iii. Records storage areas used solely for the storage of noncurrent records that have approved retention schedules of less than three years and are not suitable for transfer to a records storage facility due to requirements for high security, technical servicing, or other special recordkeeping provisions; and

2. Additional standards or rules. Nothing in this subchapter shall be deemed to restrict any public agency from promulgating, implementing or employing more restrictive standards, rules, or guidelines for storage facilities for records in any media, type or format created or received by said agency, or from promulgating, implementing or employing additional restrictions, procedures or rules for the storage of public records which they may deem necessary for the preservation, security or integrity of any public record or series or group of public records in their custody.

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(a) Authority. P.L. 1994, c.140, § 4 (N.J.S. 47:3-26 as amended) et al. mandates that the Division, with the approval of the State Records Committee, as established under P.L. 1953, c.410, § 6 (N.J.S. 47:3-20), shall formulate standards, procedures and rules for storage of microforms and other processed film, including "photographing, microphotographing, microfilming, data processing and image processing of public records and for the preservation, examination and use of such records."

(b) Referenced standards.. This section is intended for use in conjunction with the following referenced national and international standards as amended and supplemented, incorporated herein by reference. The standards cited in this subsection are available from the American National Standards Institute (ANSI) or other standards-setting organizations as cited in N.J.A.C. 15:3-6.2. They are also available for inspection at the Division of Archives and Records Management, 2300 Stuyvesant Avenue, Trenton, New Jersey per the provisions of N.J.A.C. 15:3-4.7(f).

1. ANSI IT9.1-1992. Imaging Media (Film)--Silver-Gelatin Type--Specifications for Stability. (Revision and consolidation of ANSI PH1.28-1984, ANSI PH1.41- 1984, and ANSI PH1.66-1985 and revision of ANSI IT9.1-1990);
2. ANSI IT9.2-1991. Imaging Media--Photographic Processed Films, Plates, and Papers--Filing Enclosures and Storage Canisters. (Replaced ANSI PH1.53-1986);
3. ANSI IT9.6-1991. Photographic Film--Specifications for Safety Film. (Revision of ANSI PH1.25-1984);
4. ANSI IT9.9-1990. Imaging Media--Stability of Color Photographic Images-- Methods for Measuring;
5. ANSI IT9.11-1991. Imaging Media--Processed Safety Photographic Film-- Storage. (Revision of ANSI PH1.43-1985);
6. ANSI IT9.16-1993. Imaging Media--Photographic Activity Test;
7. ANSI PH1.45-1981. Practice of Storage of Processed Photographic Plates. (Revised 1989);
8. ANSI PH1.48-1982. Photography (Film and Slides)--Black and White Photographic Paper Prints--Practice for Storage. (Revised 1987);
9. ANSI PH1.53-78. Processed Photographic Films, Plates and Papers, Photographic Filing Enclosures for Storing, Requirements for. (Revised 04 Apr. 1983);
10. ANSI PH4.8-1985. Photography (Chemicals)--Residual Thiosulfate and Other Chemicals in Films, Plates, and Papers--Determination and Measurement;
11. ANSI/AIIM MS45-1990. Recommended Practice for Inspection of Stored Silver-Gelatin Microforms for Evidence of Deterioration;
12. ANSI/NFPA 40-1997. Storage and Handling of Cellulose Nitrate Motion Picture Film. (Revision of ANSI/NFPA 40-1988);
13. ANSI/NFPA 90A-1985. Installation of Air Conditioning and Ventilating Systems;
14. ANSI/NFPA 232-1986. Protection of Records;
15. ANSI/NFPA 232AM-1986. Fire Protection for Archives and Records Centers;
16. ANSI/UL 72-1983. Tests for Fire Resistance of Record Protection Equipment;
17. ASTM D3290-94. Bond and Ledger Paper for Permanent Records;
18. IES CS-1. Standard for HEPA Filters;
19. ISO 5466. Storage of Black and White Microfilm;
20. ISO 10214. Photographic Enclosures; and
21. NISO Z39.62-1993. Eye-Legible Information on Microfilm Leaders and Trailers and on Containers of Processed Microfilm on Open Reels.

(c) Standards for storage of microforms and other processed film. All public records on microforms or other processed films shall be stored and maintained in compliance with all appropriate standards, rules and guidelines for storage of microforms and other film promulgated in this section or incorporated herein by reference, as amended and supplemented, including:

1. All microforms used for storage and maintenance of public records shall conform to all applicable standards, rules and guidelines promulgated by the Division of Archives and Records Management and the State Records Committee, including Microfilm Standards, N.J.A.C. 15:3-3.

i. Per N.J.A.C. 15:3-3.12(a), silver halide film, as defined in N.J.A.C. 15:3-3.3, is the only film considered suitable for producing microfilm of archival quality for public records with medium-term or permanent or long-term retention schedules.

(1) Silver halide film shall be used when producing copies of the original master negative intended for archival storage.
(2) Silver halide film shall be used for duplicate backup or security copies.

ii. Per N.J.A.C. 15:3-3.12(b), diazo duplication film, as defined in N.J.A.C. 15:3-3.3, while appropriate for low-cost reference copies of public records, is not considered archival in quality.

(1) Diazo film shall not be used to produce master-negative copies of originals.
(2) Unexposed diazo film has a very short shelf life unless refrigerated.

iii. Per N.J.A.C. 15:3-3.12(c), vesicular duplication film, as defined in N.J.A.C. 15:3-3.3, is not archival in quality and shall not be used to produce master-negative film.

(1) Vesicular film shall be only used for short term storage applications.
(2) When not fully exposed, vesicular film may develop blemishes which may cause some information to be illegible.
(3) Vesicular duplication film may also be considered suitable for distribution or working copies when archival quality is not a factor.

iv. Updatable microfiche systems (in 1998, an unsupported technology) shall not be used for public records, unless under special conditions per N.J.A.C. 15:3-3.10.

v. In accordance with N.J.A.C. 15:3-3.9, when a microfilm is cut to be used in jackets or aperature cards or to produce microfiche, the original roll may be used, provided an uncut duplicate uncut roll of silver halide is created and maintained in a suitable storage environment.

2. The following apply to film enclosures:

i. Concerning film in roll form:

(1) The following apply to medium-term storage enclosures:

(A) Processed photographic films rolled on cores or reels and stored in rolled form, including microfilm, motion picture film, aerial film, and some portrait films, shall be wound tightly, but not under extreme pressure. Cores and reels shall be of noncorroding material such as plastic compounds or nonferrous metals.
(B) Rolls of photographic film shall be stored in containers to provide protection against dirt and physical damage per ANSI IT9.11-1991, ISO 5466, and ISO 10214 as amended and supplemented, incorporated herein by reference. Film shall be in a clean condition before it is stored for maximum life expectancy. Rolls of film less than 150 meters in length shall be stored so the diameter of the roll is in a vertical position. Rolls greater than 150 meters in length shall be stored so the diameter of the film is in an horizontal position. Any film which gives off acidic fumes, including nitrate or some vesicular films, shall not be stored with silver, diazo, or dye-gelatin film and shall be stored in a location physically separated from other photographic film.
(C) Enclosures for microfilm and other rolled film shall be labeled to properly identify the contents of the enclosures and facilitate the storage and retrieval of the same per NISO Z39.62-1993 as amended and supplemented, incorporated herein by reference. Reference:

(I) ANSI IT9.11-1991. Photography (Film)--Processed Safety Film--Storage;
(II) ANSI PH153-1984. Photography (Processing)--Processed Films, Plates, and Papers--Filing Enclosures and Canisters for Storage;
(III) NISO Z39.62-1993. Eye-Legible Information on Microfilm Leaders and Trailers and on Containers of Processed Microfilm on Open Reels;
(IV) ISO 5466. Storage of Black and White Microfilm;
(V) ISO 10214. Photographic Enclosures; and
(VI) ANSI/NFPA 40-1997. Storage and Handling of Cellulose Nitrate Motion Picture Film.

(2) For archival storage of photographic films stored in rolled form, the same requirements as those for medium-term storage enclosures shall be observed. In addition, the following requirements shall be met for archival storage of such films:

(A) Plastic materials used for reels or cores should not contain peroxides. Only noncorrosive plastic or paper bands shall be used for holding film on reels or cores. If paper bands are used, the paper shall meet minimum requirements established by ANSI IT9.2-1991 and ASTM D3290-94 as amended and supplemented, incorporated herein by reference. Reference:

(I) ANSI IT9.2-1991. Imaging Media--Photographic Processed Films, Plates, and Papers--Filing Enclosures and Storage Canisters; and
(II) ASTM D3290-94. Bond and Ledger Paper for Permanent Records.

(B) A schedule for periodic inspection for evidence of deterioration of rolled films, plates and prints in archival storage facilities shall be established and conducted including such procedures as established by ANSI/AIIM MS45-1990, ANSI PH4.8-1985, ANSI IT9.9-1990, each as amended and supplemented, incorporated herein by reference. Reference:

(I) ANSI/AIIM MS45-1990. Recommended Practice for Inspection of Stored Silver-Gelatin Microforms for Evidence of Deterioration;
(II) ANSI PH4.8-1985. Photography (Chemicals)--Residual Thiosulfate and Other Chemicals in Films, Plates, and Papers--Determination and Measurement; and
(III) ANSI IT9.9-1990. Imaging Media--Stability of Color Photographic Images--Methods for Measuring.

ii. Concerning film in sheet or slide form:

(1) The following apply to medium-term storage enclosures:

(A) Photographic film in sheet form shall be stored in suitable enclosures, which will maximize the life expectancy of the film. Stored films in sheet form shall not be stacked so that they are under high pressure. Photographic slides should be stored in cardboard, nonferrous metal or plastic boxes. Color, diazo, and heat-processed film shall be stored in opaque folders or envelopes or otherwise protected from exposure to light.
(B) Paper or plastic material used for envelopes, sleeves, jackets, folders or cartons for the storage of such films shall meet, as a minimum requirement, the specifications of ANSI PH1.53-78 as amended and supplemented, incorporated herein by reference, especially if such materials are in direct contact with the surface of the films. Suitable materials for plastic enclosures include uncoated polyester (polyethylene terephthalate) and cellulose acetate. Glassine envelopes and chlorinated, nitrated or highly plasticized sheeting shall not be used. Reference: ANSI PH1.53-78. Processed Photographic Films, Plates and Papers, Photographic Filing Enclosures for Storing, Requirements for. (Revised 04 Apr. 1983).
(C) Adhesives used in joints and seams of such enclosures shall meet the requirements of ANSI PH1.53-1984 as amended and supplemented, incorporated herein by reference. Reference: ANSI PH1.53-78. Processed Photographic Films, Plates and Papers, Photographic Filing Enclosures for Storing, Requirements for. (Revised 04 Apr. 1983)

(2) For archival storage of photographic films stored in the form of sheets and slides, the same requirements as those for medium-term storage enclosures shall be observed. In addition, the following requirements shall be met for archival storage of such films:

(A) Enclosure construction shall preclude the use of adhesives if possible. Pressure sensitive permanently tacky adhesives and those based on natural rubbers shall not be used. Photographic quality gelatin or polyvinyl acetate and cellulose acetate adhesives suitable for use with paper may be used when necessary.
(B) Films of different generic types which may have interactions with each other--for example silver gelatin and diazo films--shall not be interfiled or stored in physical contact with each other.
(C) A schedule for periodic inspection for evidence of deterioration of photographic films in sheets or slide form in archival storage facilities shall be established and conducted including such procedures as established by ANSI/AIIM MS45-1990, ANSI PH4.8-1985, and ANSI IT9.9-1990 each as amended and supplemented, incorporated herein by reference. Reference:

(I) ANSI/AIIM MS45-1990. Recommended Practice for Inspection of Stored Silver-Gelatin Microforms for Evidence of Deterioration;
(II) ANSI PH4.8-1985. Photography (Chemicals)--Residual Thiosulfate and Other Chemicals in Films, Plates, and Papers--Determination and Measurement; and
(III) ANSI IT9.9-1990. Imaging Media--Stability of Color Photographic Images--Methods for Measuring.

3. The following apply to storage housings:

i. Photographic films shall be stored in closed storage housings such as drawers or cabinets, or if open shelves and racks may be used if the film is in closed containers.

ii. Storage housings shall be constructed from noncombustible and noncorrosive materials such as anodized aluminum, stainless steel, or steel with baked-on nonplasticized synthetic resin lacquer. Storage housings shall not be constructed of combustible material such as wood, pressboard, particle board or materials which produce active fading agents.

4. The following apply to environmental conditions:

i. Concerning humidity and temperature limits:

(1) Temperature and relative humidity within a medium-term record storage facility for microforms or other processed film shall be maintained within the suitable range for the type of film being stored in medium-term storage in accordance with N.J.A.C. 15:3-2.15(a)4 and 3.12(a)5, as promulgated by the Division of Archives and Records Management and approved by the State Records Committee, as recommended in ANSI IT9.11-1991 and ISO 5466, as amended and supplemented respectively, incorporated herein by reference. Reference: ANSI IT9.11-1991. Imaging Media--Processed Safety Photographic Film--Storage. (Revision of ANSI PH1.43-1985); and ISO 5466. Storage of Black and White Microfilm.

(A) For medium-term storage of silver-gelatin film, the maximum temperature for extended periods shall not exceed 21.1 degrees Celsius (70 degrees Fahrenheit). In addition, a stable temperature of not more than 20 degrees Celsius (68 degrees Fahrenheit) is preferred. Temperatures below 20 degrees Celsius (68 degrees Fahrenheit) will provide increased protection and preservation of silver-gelatin film.
(B) Relative humidity (RH) in a medium-term storage environment for silver-gelatin films shall not exceed 40 percent and shall not be lower than 30 percent. Recommended relative humidity for acetate-base film is 35 percent. Recommended relative humidity for polyester-base film is 30 percent.
(C) Rapid and wide-range cycling of humidity or temperature must be avoided and in no instance exceed plus or minus five percent in a 24-hour period.
(D) For medium-term storage of color film, a storage environment shall not exceed 10 degrees Celsius (50 degrees Fahrenheit). A constant temperature (plus or minus two degrees Fahrenheit) and a relative humidity of 32 to 38 percent shall be maintained. Protection and preservation of color film may be increased by storage at lower temperatures and relative humidity. Reference: ANSI IT9.11-1991. Imaging Media--Processed Safety Photographic Films--Storage. Chapter 7.1 Humidity and Temperature.

(2) Per N.J.A.C. 15:3-2.15(a)4 and 3.12(a)5, the original roll of microfilm must be maintained in archival storage.

(A) Temperature and relative humidity within an archival storage facility for microforms or other processed film shall be maintained within the suitable range for the type of film being stored in archival storage in accordance with N.J.A.C. 15:3-2.15(a)4 and 3.12(a)5, as promulgated by the Division of Archives and Records Management and approved by the State Records Committee, as recommended in ANSI IT9.11-1991 as amended and supplemented, incorporated herein by reference. Reference: ANSI IT9.11-1991. Imaging Media--Processed Safety Photographic Film--Storage. (Revision of ANSI PH1.43-1985).
(B) For archival storage of silver-gelatin film on a polyester base, maximum temperature shall not exceed 10 degrees Celsius (50 degrees Fahrenheit) and 50 percent relative humidity. A constant temperature (plus or minus two degrees) shall be maintained. Added protection may be obtained by long-term storage at lower temperatures. A constant temperature at 1.7 degrees Celsius (35 degrees Fahrenheit) and 20 to 30 percent relative humidity is preferable.
(C) For archival storage of color film on a polyester base, a storage environment shall not exceed 4.5 degrees Celsius (40 degrees Fahrenheit). A constant temperature (plus or minus two degrees Fahrenheit) and a relative humidity of 32 to 38 percent shall be maintained. Protection may be increased by storing color film at low temperature and low humidity.
(D) For archival storage of motion picture film, as storage environment which shall not exceed 4.5 degrees Celsius (40 degrees Fahrenheit) temperature, with a fluctuation of temperature of no more than plus or minus two degrees, and relative humidity of 30 percent, with fluctuations of no more than plus or minus three percent. For cold storage of color motion picture film, a storage environment which shall not exceed minus 3.9 degrees Celsius (25 degrees Fahrenheit) temperature, with fluctuations in temperature of no more than plus or minus two degrees Fahrenheit, and a relative humidity of 30 percent, with fluctuations of no more than plus or minus three percent. Reference: ANSI IT9.11 (1993). Imaging Media-- Processed Safety Photographic Films--Storage Chapter 7.1 Humidity and Temperature.

ii. A properly controlled air conditioning system may be necessary to maintain humidity and temperature within a storage facility within the limits specified within this rule, particularly for archival storage where the requirements are more stringent.

(1) Solid particles which may abrade film or react with an image shall be removed from the air supplied to housings or rooms used for storage of microforms or other processed film. The air delivery system for archival storage facilities shall be equipped with a HEPA filter capable of removing dust and other pollutant particles as defined by IES CS-1 as amended and supplemented, incorporated herein by reference. Reference: IES CS-1. Standard for HEPA Filters.

(2) Gaseous impurities such as sulfur dioxide, hydrogen sulfide, peroxides, ammonia, acidic fumes, ozone, and nitrogen oxides, which cause deterioration of film bases or degradation of the image in some films, shall be removed from the air by suitable washers or absorbers. Preferably, an archival storage facility for films should be located as far as possible from urban or industrial sources of contaminants.

(3) Gases given off by decomposing nitrate film will damage or destroy images on safety film. Safety film shall not be stored in the same room with nitrate film, or in rooms connected by ventilating ducts.

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(a) Authority. P.L. 1994, c.140, § 4 (N.J.S. 47:3-26 as amended) et al. mandates that the Division, with the approval of the State Records Committee as established by P.L. 1953, c.410, § 6 (N.J.S. 47:3-20), shall formulate standards, procedures and rules for "data processing and image processing of public records and for the preservation, examination and use of such records," including storage of magnetic media and other electronic records.

(b) Referenced standards. This section is intended for use in conjunction with the following referenced national and international standards as amended and supplemented, incorporated herein by reference. The standards cited in this subsection are available from the American National Standards Institute (ANSI) or other standards-setting organizations as cited in N.J.A.C. 15:3-6.2. They are also available for inspection at the Division of Archives and Records Management, 2300 Stuyvesant Avenue, Trenton, New Jersey per the provisions of N.J.A.C. 15:3-4.7(f).

1. ANSI X3.39-1986. Recorded Magnetic Tape for Information Interchange (1600 CPI, PE);

2. ANSI X3.54-1986. Recorded Magnetic Tape for Information Interchange (6250 CPI, Group Coded Recording);

3. ANSI X3.180-1990. (R1996) Magnetic Tape and Cartridge for Information Interchange 18-Track, Parallel, 12.65 mm (112 in) 1491 cpmm (37 981 cpi) Group Coded Recording;

4. ANSI/NAPM IT9.23-1996. Imaging Materials--Polyester Based Tape--Storage;

5. CPA/NML 1995. Magnetic Tape Storage and Handling: A Guide for Libraries and Archives;

6. Executive Order 12906 of April 11, 1994 (3 CFR, 1995 Comp., p. 882). Federal Geographic Data Committee--Content Standards for Digital Geospatial Metadata; and

7. FIPS 173-1. Spatial Data Transfer Standard (SDTS)(DOI/USGS Specs.)--94 June 10.

(c) Storage and maintenance of electronic records. All public records on electronic recording media shall be stored and maintained in compliance with all appropriate standards, rules and guidelines for storage of electronic records promulgated in this section or incorporated herein by reference, as amended and supplemented, including:

1. Agencies shall maintain all medium-term or permanent and long-term backup or security copies of public records on electronic recording media in a storage facility with constant, controlled environmental conditions per standards promulgated for particular types of records media within this rule. If more than one type of media is stored in a storage facility, the most restrictive standards for temperature and humidity shall apply, if applicable, unless the facility contains areas capable of maintaining separate environmental controls appropriate for different media.

2. Agencies shall annually read a statistical sample of all electronic media containing long-term or permanent records to identify any loss of information and to discover and correct the cause of data loss.

3. To safeguard against the loss of information due to equipment malfunctions or human error, agencies shall backup and refresh electronic records on a routine schedule, established and maintained by agencies, as appropriate.

4. Duplicate backup or security copies of medium-term or permanent and long- term records shall be maintained in appropriate storage located in buildings separate and at an appropriate distance from the office or other location where the records are normally used.

5. Agencies shall prohibit smoking, eating, or other activities that would produce contaminants in any electronic media storage libraries or other records storage facilities, including test or evaluation areas.

6. Agencies shall ensure that all authorized users can identify, access and retrieve information stored on diskettes, removable disks, tapes, optical disks, or other electronic recording media used to store medium-term or permanent and long-term records by establishing and implementing procedures for external labeling (or the equivalent for automated management systems) of the contents of such recording media. External labels, or their equivalent, shall provide unique identification for each storage media, including:

i. The name of the organizational unit responsible for the data;
ii. System title, including the version number of the application;
iii. Special security requirements or restrictions on access, if any; and
iv. Software in use at the time of creation.

7. Adequate documentation and information shall be maintained for all public records designated for medium-term or permanent and long-term records retention and storage on electronic recording media. Such documentation shall include:

i. The file title;
ii. The dates of creation;
iii. The dates of coverage;
iv. The recording density;
v. The type of internal labels;
vi. The volume serial number, if applicable;
vii. The number of tracks;
viii. Character code/software dependency;
ix. Information about block size; and
x. The sequence number, if the file is part of a multi-media set.

8. Agencies shall establish policies and procedures to ensure that electronic records and their documentation are retained as long as needed for their continuing administrative, legal or historical value. These records retention policies and procedures shall include provisions for:

i. Scheduling the retention and disposition of all electronic records and related documentation, code books, indexes or other information necessary to access the records, in accordance with the provisions of the Destruction of Public Records Law (1953), P.L. 1953, c.410 (N.J.S. 47:3-15 et seq.) and N.J.A.C. 15:3, Records Retention promulgated by the Division and the State Records Committee;