This subchapter constitutes the rules of the Records Disaster Recovery and Triage grant program for the award of grants to county and municipal governments where immediate response is necessary to prevent the irretrievable loss of vital, permanent or archival records damaged by man-made or natural phenomena.

The words and phrases used in this subchapter shall have the same meaning as defined in N.J.A.C. 15:3-1.2, as amended and supplemented, except the following words and phrases which shall have the designated meanings, unless the context clearly indicates otherwise.

“Applicant” means any duly chartered and incorporated county, city, township, town, borough, or village government in New Jersey.

“DARM” means the Division of Archives and Records Management in the Department of State, as established by the Governor’s Reorganization Plan filed April 25, 1983, as set out under N.J.S.A. 18A:73-26.

“Director” means the Director of the Division of Archives and Records Management in the Department of State, who also serves as the Secretary of the State Records Committee.

“Emergency disaster and response efforts” means a response to damage caused by fire, water, man-made or natural phenomena where immediate response is necessary to prevent the irretrievable loss of vital, permanent or archival records.

“Project Manager” means the full-time management-level executive or officer designated by the governing body to have the authority and subject matter knowledge to oversee the fulfillment of the grant terms. Pursuant to the provisions of N.J.S.A. 40A:9-133(e)(6), the Municipal Clerk shall serve as project manager for any application for a PARIS grant for a municipality.

“State Records Committee” means the body established by P.L. 1953, c.410, Section 6 et seq. (N.J.S.A. 47:3-20), comprised of the State Treasurer, the Attorney General, the State Auditor, the Director of the Division of Local Government Services in the Department of Community Affairs, and the Director of the Division of Archives and Records Management in the Department of State, or their designee.

15:3-8.4 Eligible costs
(a) Costs attendant to the following shall be eligible for grants:
1. Personnel such as conservation/preservation consultants, clerical workers, and laborers;
2. Purchased services such as freeze-drying, microfilming, freezer storage, transportation and rental; and
3. Supplies, such as acid free boxes, folders, and other enclosures, cleaning materials, plastic milk crates, and storage boxes.

15:3-8.5 Procedures for applying for a grant
(a) Applicants shall immediately contact DARM after damage caused by fire, water, man-made or natural phenomena where immediate response is necessary to prevent the irretrievable loss of vital, permanent or archival records.
(b) A DARM representative will make a site visit to determine the nature and scope of the emergency and the immediate danger to vital, permanent or archival records.
(c) Upon recommendation of DARM staff, the Director of DARM may authorize the immediate disbursement of certain Records DIRECT funds and supplies established by the State Records Committee pursuant to the provisions of N.J.A.C. 15:3-8.9.
(d) The DARM representative may assist the applicant in preparing a Records DIRECT grant application developed by DARM. The application form shall be available at the address below and posted on the DARM website www.njarchives.org .
(e) Applications for Records DIRECT grants must be submitted to DARM within 23 working days of an emergency.
(f) The signatory on the application shall be a full-time management-level executive or officer designated by the governing body, with authority and subject matter knowledge to oversee the fulfillment of the grant terms. Pursuant to the provisions of N.J.S.A. 40A:9-133(e)(6), the Municipal Clerk shall serve as signatory for any application for a Records DIRECT grant for a municipality. The designated signatory shall also serve as project manager responsible for implementation and reporting for a grant.
(g) An original and either four copies or an electronic version of the completed application on a compact disc shall be submitted to:
Records DIRECT Grants Administrator
Division of Archives and Records Management
PO Box 307
Trenton, NJ 08625-0307
Fax: (609) 530-6121
Email: recordsdirect.grants@sos.state.nj.us
Delivery: 2300 Stuyvesant Avenue, Ewing Township, Trenton, NJ 08618-3226
(h) Completed applications shall include:
1. The amount of grant and completion date;
2. The project period;
3. The project scope;
4. Special requirements;
5. A projected completion date;
6. Personnel and budget, including an organizational chart and resumes;
7. Governing body authorizations;
8. Annual or most recent fiscal action plan; and
9. Authorized signature.

15:3-8.6 Awarding of Records DIRECT grants
(a) The application shall be reviewed and acted upon by the State Records Committee within five working days of receipt.
(b) The State Records Committee reserves the right to award less or more funding than requested.
(c) The State Records Committee will notify the applicant by fax, telephone or e-mail whether the application has been approved or denied. A formal notification letter shall follow.
(d) All grant decisions of the State Records Committee shall be final.

15:3-8.7 Criteria for review
(a) Grant applications shall be reviewed based on the following:
1. Recommendations of DARM staff based on site visit(s) and other information gathered by the same;
2. Recommendations of preservation/conservation consultants, if any;
3. All expenditures shall be fully described and justified as to need, cost and choice of method for responding to the emergency; and
4. Applicants shall account for any associated insurance or other funds received in compensation from any liable parties.

15:3-8.8 Commencement of project and payment
(a) Payment of up to 90 percent of the grant award shall be issued upon receipt by DARM of a resolution of the governing body of the applicant and an executed agreement accepting the award.
(b) The remainder of the total grant shall be awarded after submission of a final report on a form provided by DARM.
(c) Grant award recipients who fail to submit a final report shall be ineligible to apply for other Records DIRECT grants.

15:3-8.9 Grant amounts
(a) The State Records Committee shall establish minimum and maximum amounts for Records DIRECT grant awards based on the funds available pursuant to P.L. 2003, c.117, sections 38 and 39, and shall post these amounts on the DARM website www.njarchives.org and publish them in a public notice in the New Jersey Register.
(b) DARM shall establish and maintain a stock of emergency disaster supplies for distribution to a county or municipality in response to a natural or man-made disaster where immediate response is necessary to prevent the irretrievable loss of vital, permanent or archival records.
(c) DARM shall provide a full accounting to the State Records Committee for supplies and funds expended for each Records DIRECT award.

(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 propriate 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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15:3-8.4 Eligible costs
(a) Costs attendant to the following shall be eligible for grants:
1. Personnel such as conservation/preservation consultants, clerical workers, and laborers;
2. Purchased services such as freeze-drying, microfilming, freezer storage, transportation and rental; and
3. Supplies, such as acid free boxes, folders, and other enclosures, cleaning materials, plastic milk crates, and storage boxes.

15:3-8.5 Procedures for applying for a grant
(a) Applicants shall immediately contact DARM after damage caused by fire, water, man-made or natural phenomena where immediate response is necessary to prevent the irretrievable loss of vital, permanent or archival records.
(b) A DARM representative will make a site visit to determine the nature and scope of the emergency and the immediate danger to vital, permanent or archival records.
(c) Upon recommendation of DARM staff, the Director of DARM may authorize the immediate disbursement of certain Records DIRECT funds and supplies established by the State Records Committee pursuant to the provisions of N.J.A.C. 15:3-8.9.
(d) The DARM representative may assist the applicant in preparing a Records DIRECT grant application developed by DARM. The application form shall be available at the address below and posted on the DARM website www.njarchives.org .
(e) Applications for Records DIRECT grants must be submitted to DARM within 23 working days of an emergency.
(f) The signatory on the application shall be a full-time management-level executive or officer designated by the governing body, with authority and subject matter knowledge to oversee the fulfillment of the grant terms. Pursuant to the provisions of N.J.S.A. 40A:9-133(e)(6), the Municipal Clerk shall serve as signatory for any application for a Records DIRECT grant for a municipality. The designated signatory shall also serve as project manager responsible for implementation and reporting for a grant.
(g) An original and either four copies or an electronic version of the completed application on a compact disc shall be submitted to:
Records DIRECT Grants Administrator
Division of Archives and Records Management
PO Box 307
Trenton, NJ 08625-0307
Fax: (609) 530-6121
Email: recordsdirect.grants@sos.state.nj.us
Delivery: 2300 Stuyvesant Avenue, Ewing Township, Trenton, NJ 08618-3226
(h) Completed applications shall include:
1. The amount of grant and completion date;
2. The project period;
3. The project scope;
4. Special requirements;
5. A projected completion date;
6. Personnel and budget, including an organizational chart and resumes;
7. Governing body authorizations;
8. Annual or most recent fiscal action plan; and
9. Authorized signature.

15:3-8.6 Awarding of Records DIRECT grants
(a) The application shall be reviewed and acted upon by the State Records Committee within five working days of receipt.
(b) The State Records Committee reserves the right to award less or more funding than requested.
(c) The State Records Committee will notify the applicant by fax, telephone or e-mail whether the application has been approved or denied. A formal notification letter shall follow.
(d) All grant decisions of the State Records Committee shall be final.

15:3-8.7 Criteria for review
(a) Grant applications shall be reviewed based on the following:
1. Recommendations of DARM staff based on site visit(s) and other information gathered by the same;
2. Recommendations of preservation/conservation consultants, if any;
3. All expenditures shall be fully described and justified as to need, cost and choice of method for responding to the emergency; and
4. Applicants shall account for any associated insurance or other funds received in compensation from any liable parties.

15:3-8.8 Commencement of project and payment
(a) Payment of up to 90 percent of the grant award shall be issued upon receipt by DARM of a resolution of the governing body of the applicant and an executed agreement accepting the award.
(b) The remainder of the total grant shall be awarded after submission of a final report on a form provided by DARM.
(c) Grant award recipients who fail to submit a final report shall be ineligible to apply for other Records DIRECT grants.

15:3-8.9 Grant amounts
(a) The State Records Committee shall establish minimum and maximum amounts for Records DIRECT grant awards based on the funds available pursuant to P.L. 2003, c.117, sections 38 and 39, and shall post these amounts on the DARM website www.njarchives.org and publish them in a public notice in the New Jersey Register.
(b) DARM shall establish and maintain a stock of emergency disaster supplies for distribution to a county or municipality in response to a natural or man-made disaster where immediate response is necessary to prevent the irretrievable loss of vital, permanent or archival records.
(c) DARM shall provide a full accounting to the State Records Committee for supplies and funds expended for each Records DIRECT award.

(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;

ii. Transferring custody of electronic records and related documentation to the State Archives per P.L. 1920, c.46, § 7, (N.J.S. 47:2-7) at an appropriate time per:

(1) Records retention schedule, as specified under guidelines, rules, and regulations promulgated by the Division of Archives and Records Management concerning appraisal, transfer, accessioning and storage of public records, including N.J.A.C. 15:3, Records Retention.
(2) P.L. 1920, c.46, § 4, (N.J.S. 47:2-3) and the provisions of N.J.A.C. 15:3-2.6, if any county, municipality, or public agency, body, board, or institution or society has or may become extinct.
(3) Mutual agreement between the agency and the State Archives, as appropriate;

iii. Establishing internal procedures for regular recopying, reformatting, and other necessary maintenance to ensure the retention and usability of the electronic records throughout their authorized life cycle;

iv. Establishing internal policies to ensure use of appropriate electronic recording media for storage of medium-term or permanent and long-term public records created, received or maintained by the agency, per standards promulgated in this section or established and approved by the State Records Committee, including that magnetic recording media previously used for electronic records containing sensitive, proprietary, or security information shall not be reused if the previously recorded information can be compromised in any way by reuse; and

v. Ensuring that information is not lost due to changing technology or deterioration of storage media by converting storage media to provide compatibility with the agency's current hardware and software. Before conversion of information to a different media, agencies shall determine that authorized disposition of the electronic records can be implemented after such conversion.

(d) Storage and maintenance of magnetic computer tape. Magnetic computer tape used for storage of public records shall be stored and maintained per ANSI/NAPM IT9.23-1996. Imaging Materials--Polyester Based Tape--Storage as amended and supplemented, incorporated herein by reference, and all applicable standards, procedures and guidelines promulgated in this section, including:

1. Agencies shall maintain storage and test areas for computer magnetic tapes containing medium term and permanent and long-term records at constant temperatures and relative humidities between 16.7 to 20 degrees Celsius (62 to 68 degrees Fahrenheit) temperature and 32 to 38 percent relative humidity (RH).

i. Magnetic tapes should be hung or racked vertically in standard storage units and should be rotated according to an established schedule to avoid damage to the tapes.

ii. Agencies shall periodically rewind under controlled tension all tapes containing records scheduled for long-term and permanent retention every 3 1/2 years, but frequent rewinding should not be practiced to avoid damaging the tape. Stored tapes shall be rewound immediately before use to restore proper tension to the tape.

iii. Agencies shall annually read a statistical sample of all reels of magnetic computer tape containing long-term or permanent records to identify any loss of data and to discover and correct the causes of data loss. In tape libraries with 1,800 or fewer reels, a 20 percent sample or a sample size of 50 reels, whichever is larger, should be read. In tape libraries with more than 1,800 reels, a sample of at least 384 reels should be read. Tapes with 10 or more errors shall be replaced and, when possible, lost data shall be restored.

iv. Agencies shall copy data on magnetic tapes scheduled for long-term or permanent retention onto new tested and verified tapes before the current tapes used to store the records are 10 years old.

(1) More frequent copying may be necessary to prevent physical loss of data or technological obsolescence of the medium.
(2) Reused backup tapes or other previously used tapes should not be acceptable for storage of permanent public records scheduled for long-term or permanent retention.

v. External labels (or the equivalent automated tape management system) for magnetic tapes used to store permanent or unscheduled electronic records shall provide unique identification for each reel, including:

(1) The name of the organizational unit responsible for the data;
(2) The system title; and
(3) The Security or confidentiality classification, if applicable.

vi. The following information shall be maintained for (but not necessarily attached to) each reel or cartridge used to store permanent or long-term electronic records:

(1) The file title(s);
(2) The dates of creation;
(3) The dates of coverage;
(4) The recording density;
(5) The type of internal labels;
(6) The volume serial number, if applicable;
(7) The number of tracks;
(8) The character code/software dependency;
(9) Information about block size; and
(10) The reel sequence number, if the file is part of a multi-reel set.

vii. Documentation on numeric data files shall include, if applicable, information on:

(1) Record format;
(2) Logical record length;
(3) Data set name(s);
(4) Sequence; and
(5) Number of records for each data set.

2. This subsection establishes standards, procedures and guidelines for archival storage of public records created, maintained or stored on magnetic tape. The provisions in this subsection shall not apply to the management or storage of magnetic tape in regular use or recycled backup tapes in agency custody; however, agencies shall implement these standards, procedures and guidelines for security or archival copies of their records that may be of long-term administrative, legal or historical value. Archival, permanent, or other records with long-term retention schedules due to their continuing legal, administrative or historical value shall comply with all standards, rules and guidelines for storage of public records promulgated in this rule (except when archival storage conditions require additional environmental and other controlled conditions suitable for preservation of records having permanent or long-term which will prolong the useful life of the type or form of record media containing such records) including:

i. Each agency shall create and maintain a security or archival copy of any records on magnetic tape with a retention schedule designated for permanent or long-term retention, unless the custody of such records are transferred to the State Archives or a successor agency.

(1) Agencies shall copy all long-term or permanent electronic records onto tested and verified new media before the current electronic media used to store the records is 10 years old. The new media shall be tested to verify that it is free of permanent errors.
(2) Agencies shall store and maintain records with permanent or long-term retention schedules on magnetic tape on either open-reel magnetic tape, 3480 or 3490-class tape cartridges.
(3) Open-reel magnetic tape shall be on one-half inch 9-track tape reels recorded at 1600 or 6250 bpi that meet standards established by ANSI X3.39- 1986 or ANSI X3.54-1986 as amended and supplemented, incorporated herein by reference. Reference:

(A) ANSI X3.39-1986 Recorded Magnetic Tape for Information Interchange (1600 CPI, PE); and
(B) ANSI X3.54-1986 Recorded Magnetic Tape for Information Interchange (6250 CPI, Group Coded Recording).

(4) Tape cartridges shall be 18-track 3480-class cartridges recorded at 37,871 bpi that meet standards established by ANSI X3.180-1990 (R1996) or 36-track 3490-class cartridges per ISO/IEC 14251:1995, ANSI X.3.265 and ANSI X3.261-1996, as appropriate, as amended and supplemented respectively, incorporated herein by reference. Reference:

(A) 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;
(B) ISO/IEC 14251:1995 Information Technology--Data Interchange on 12.7 mm 36-track Magnetic Tape Cartridges;
(C) ANSI X.3.265-1995 Information Technology--Magnetic Tape Cartridge for Information Interchange--Unrecorded, 36-track, Parallel, 12.57 mm (0.495 in), 1944 ftpmm (49 378 ftpi) Group-Coded Recording; and
(D) ANSI X3.261-1996 Information Technology--Extended Magnetic Tape Cartridge for Information Interchange (36-Track, Parallel Serpentine 12.65 mm (0.05 in)), 1491 cpmm (37 871 cpi) Group-Coded Recording.

(5) The data shall be blocked at no more than 32,760 bytes per block written in ASCII or EBCDIC, with all extraneous control characters removed from the data.

ii. The agency shall create and maintain security or archival copies of permanent or long-term value in a format that is not dependent on specific hardware and/or software.

(1) The records shall be written in ASCII or EBCDIC with all control characters and other non-data characters removed (except record length indicators for variable length records, or marks designating a datum, word, field, block, or file).
(2) The tapes on which the data are recorded shall be new tapes which have been tested, passed over a tape cleaner before writing, and rewound under controlled tension.
(3) The records shall not be compressed unless the Division has approved the transfer in the compressed form in advance. In such cases, the Division may require the agency to provide the software to decompress the records.

iii. Security or archival copies of data files and databases shall be stored and maintained as flat files or as rectangular tables (that is, as two- dimensional arrays, lists, or tables).

(1) All "records" (within the context of the computer program, as opposed to a public record) or "tuples," (that is, ordered collections of data items, within a file or table) shall have the same logical format.
(2) Each data element within a record should contain only one data value. A record should not contain nested repeating groups of data items. The file should not contain extraneous control characters, except record length indicators for variable length records, or marks delimiting a data element, field, record, or file.
(3) If records or data elements in different files need to be linked or combined, then each record must contain one or more data elements that constitute primary and/or foreign keys enabling valid linkages between the related records in separate files.

iv. Electronic textual documents shall be transferred as plain ASCII files; however, such files may contain Standard Generalized Markup Language (SGML) tags.

v. Security or archival copies of digital spatial data files shall be stored and maintained in accordance with the Spatial Data Transfer Standard (SDTS) as defined in the FIPS 173-1 as amended and supplemented, incorporated herein by reference. Reference: FIPS 173-1. Spatial Data Transfer Standard (SDTS) (DOI/USGS Specs.)--94 June 10.

(1) Digital geospatial data files created on systems procured prior to promulgation of this rule which do not have a SDTS capability shall be exempt from this requirement.
(2) Agencies should consult with the Division for guidance on storage and maintenance of noncompliant digital geospatial data files created before August 3, 1998.

vi. Concerning other categories of electronic records, agencies shall identify any foreseeable problems in the storage and maintenance of potentially archival or permanent electronic records in accordance with the provisions of this section at the time the records are scheduled. Special storage or maintenance requirements agreed upon by the Division and the agency shall be included in the disposition instructions.

vii. The agency shall consult with the Division for guidance on the storage and maintenance of types of electronic records other than those prescribed in this section.

viii. Documentation adequate to identify, service and interpret electronic records that have been designated for preservation by the Division and approved by the State Records Committee shall be stored, maintained or transferred with the records. Documentation shall include a completed copy of DARM form Technical Description for Transfer of Electronic Records, and a completed copy of DARM form, Information System Description Form, or their equivalents. Where possible, agencies should submit required documentation that conforms to the provisions of this section.

(1) Documentation for data files and data bases shall include record layouts, data element definitions, and code translation tables (code books) for coded data. Data element definitions, codes used to represent data values and interpretations of these codes must match the actual format and codes as transferred.
(2) Digital spatial data files shall include the documentation specified in this section. In addition, documentation for digital spatial data files may include metadata that conforms to the Federal Geographic Data Committee's Content Standards for Digital Geospatial Metadata, as specified in Executive Order 12906 of April 11, 1994 (3 CFR, 1995 Comp., p.882) incorporated herein by reference.
(3) Documentation for electronic files containing textual documents with Standard General Markup Language (SGML) tags shall include a table for interpreting the SGML tags, when appropriate.
(4) Where it has been necessary to strip data of extraneous control characters per this section, the code book specifications defining the data elements and their values shall match the new format of the data.
(5) Documentation to be maintained with any electronic records shall include:

(A) The most up-to-date data systems specifications, user guides, report programs, and file layouts and code books.
(B) Documentation providing file layouts and code translations (code books) to permanent files shall accompany the files when they are transferred to archival storage.
(C) Documentation that is current for each file shall be maintained, but outdated or superseded documentation need not be maintained. File layouts, systems user manuals, report programs, and input programs change as the software to manipulate data changes, for example moving from a batch, sequential file environment to an interactive, database management system (DBMS) environment will cause a change in documentation.

(e) Storage and maintenance of floppy disks. The following apply to storage and maintenance of floppy disks:

1. Floppy disks shall not be used for long-term or permanent storage of public records.

2. Use of floppy records for public records shall be limited to temporary storage and maintenance.

3. To avoid potential damage or loss of records stored and maintained on floppy disks, an additional backup copy of the disk should be created and stored in a location separate from the location where the records are normally used.

4. Disks shall be stored vertically in standard storage containers.

5. Disks shall be kept away from strong magnetic or other electrical fields which can demagnetize or degrade the disks. Disks shall not be stored near a computer, printer or other electronic equipment or appliances.

6. Agencies shall ensure that access to public records stored and maintained on floppy disks remain accessible for the retention period established for the records.

i. Agencies shall ensure that access is not lost because of deterioration of the disks or changing technology by updating or converting data on floppy disks to the agency's current hardware and software or to an alternate records storage media.

ii. Costs of conversion may be saved if an agency can determine that the authorized disposition period of such public records has been exceeded and may be scheduled for destruction per P.L. 1953, c.140 (N.J.S. 47:3- 15) as amended.

(f) Storage optical disks. The following apply to storage of optical disks:

1. Optical disks vary widely in their physical make-up and recording technologies. Environmental conditions for storage and maintenance of optical disks used for storage of public records shall be established and maintained per ISO 18925:2002, Imaging Materials--Optical Disc Media--Storage Practices, incorporated herein by reference, as amended and supplemented, unless other storage standards based on manufacturers specifications, are recommended.

2. In general, storage temperatures for compact disks (CDs) and other optical disks shall not be any warmer than 25 degrees Celsius (77 degrees Fahrenheit) when long-term storage is desired. Cooler temperatures down to 10 degrees Celsius (50 degrees Fahrenheit) will help ensure a longer life expectancy for the media. Relative humidity shall be maintained in the range of 20 to 50 percent.

3. Cycling conditions, especially extremes in temperature and humidity, can be dangerous to compact disks and many other types of optical disks. Fast changes between very warm and wet conditions to cooler and very dry conditions may produce warping and distortion. The recommended maximum limit to temperature change is 15 degrees Celsius or about seven degrees Fahrenheit per hour. For humidity, the recommended maximum change per hour is 10 percent.

4. Optical disks shall be stored vertically in standard storage enclosures.

5. Magneto-optical disks are by nature and composition magnetic media and storage and maintenance of the same shall therefore comply with all applicable standards, rules and guidelines for magnetic media promulgated in this subchapter.

i. Magneto-optical disks and other optical disks which employ phase-change technologies shall not be used for long-term permanent storage of public records.

ii. Magneto-optical disks shall be kept away from strong magnetic or other electrical fields which can demagnetize or degrade the disks. Disks shall not be stored near a computer, printer or other electronic equipment or appliances.

(g) Storage and maintenance of video tapes. Videotapes which are part of a public record or used for storage of public records shall be stored and maintained ANSI/NAPM IT9.23-1996. Imaging Materials--Polyester Based Tape--Storage as amended and supplemented, incorporated herein by reference, and all applicable standards, procedures guidelines promulgated in this section, including:

1. Master videotapes shall be stored in a regulated climate zone.

i. Temperatures shall be no greater than 20 degrees Celsius (68 degrees Fahrenheit).

ii. Relative humidity shall be between 20 and 30 percent, with fluctuations not greater than plus or minus five percent in a 24 hour period.

iii. Air filtration systems shall be capable of removing particles and other contaminants greater than 150 microns and oxidants including peroxides and automobile emissions which damage videotapes.

iv. Air flow shall be no greater than four cycles or changes per hour.

2. Tapes shall be stored in plastic videotape storage boxes of inert polypropylene or polyethylene. Cardboard sleeves and other paper material shall be removed from storage boxes and no paper items shall be stored in the storage containers with videotapes.

3. Tapes shall be stored in a vertical position and shall be rewound at least once a year on a rewinding device rather than a videotape player. Once a year master tapes shall be wound onto the tape's other hub and stored with that hub down for the remaining year or until used.

4. Videotapes shall be stored away from heat sources or any devices which emit magnetic fields such as VCRs or television sets that can damage magnetic media such as videotape. Tapes shall not be stored in metallic containers or on metal shelves if there is a danger that these can conduct electricity or generate magnetic fields.

5. Labels shall be affixed to both tape cassettes and storage boxes which designate all pertinent information concerning the contents of the videotape, including date, tape number, title, etc.

6. Master copies of videotapes shall not be used for reference purposes.

i. Duplicate copies shall be made of master videotapes for use for reference purposes.

ii. Copies of master videotapes shall be made only as necessary to avoid possible damage and degradation of the master tapes.

7. Videotapes shall not be regarded as an archival media and shall not be used for long-term or permanent storage of public records. Transfer to kinescope or motion picture film is recommended for records on videotape with long-term or permanent retention schedules.

i. For long-term or permanent preservation, images and sound on videotape shall be transferred to film or some other more permanent media.

ii. Repeated duplication of videotapes for any preservation purposes will increasingly reduce the quality of recorded images and sound.

(h) Storage and maintenance of audio tapes. Audiotapes used for storage of public records shall be stored and maintained per ANSI/NAPM IT9.23-1996. Imaging Materials--Polyester Based Tape-- Storage as amended and supplemented, incorporated herein by reference, and all applicable standards, procedures guidelines promulgated in this section, including:

1. Long-term or permanent storage of audio records shall be on reel-to-reel magnetic tape 1.5 mil mylar backing. At this time, analog reel-to-reel tape is the only industry recommended storage media for audio recordings.

i. Audiotape cassettes or digital audiotape (DAT) or recordable digital audiotape (R-DAT) shall not be utilized for long-term for public records because to potential loss of information due the physical characteristics of these media.

ii. As of August 3, 1998, no national or international standards for long- term storage conditions for audiotape cassettes or digital audiotape (DAT) or recordable digital audiotape (R-DAT) cartridges.

2. Handling and use of tape shall be kept at a minimum, since excessive use will result in harmful dust, grease and oils, and other contaminants being deposited on the tape.

3. Leader tape (about six feet) shall be included on the beginning and end of all reel-to-reel tapes to avoid loss of record material. Leader is not required on cassette tapes.

4. Tapes shall not be left on tape machines any longer than necessary. Prompt removal after use will reduce temperature-induced print-through.

5. Correct winding tension is an essential aspect of tape storage.

i. Tapes shall be wound under tension and stored under tension in order for tape to move onto and off reels smoothly and wound evenly. When tension is exceeded, deformation may occur, resulting in distortion and loss of sound content.

ii. Tape shall be stored at playback speed (between two and three ounces per quarter inch of tape) and shall not be rewound before being stored. In rewind and fast-forward modes tensions on tapes fluctuate and is usually higher than playback mode.

iii. Reel-to-reel tapes shall be stored tails out, so that the end of the tape will be on the outside of the tape.

iv. To relieve tension built up in tapes held in long-term storage, tapes shall be rewound at playback speed annually. Rewinding is especially advisable for old tapes.

6. Ambient atmospheric conditions in the storage of tapes are more critical for audiotapes than for many other magnetic media. Tapes shall be stored at 15.6 to 21.1 degrees Celsius (60 to 70 degrees Fahrenheit), with temperature variations of not greater than plus or minus five degrees Fahrenheit, and relative humidity (RH) of 30 to 40 percent.

i. Low relative humidity shall be maintained to protect against fungus growth on tapes, particularly tapes that have been spliced. Growth takes place at spliced sites.

ii. If tapes are transferred from an air conditioned storage area to a normal office or reference area, they shall be given 24 hours to acclimate to the new environment before use.

iii. Tape storage areas shall be kept free of dust and other contaminants.

iv. Creation of changing stress in audiotapes by thermal and hydroscopic cycling will result in print-through, deterioration of sonic content, and changes in timing, as well as loss of oxide coating.

7. Accidental exposure of audiotapes to magnetic fields, especially tapes in long-term storage, may cause erasure of recordings.

i. Tapes shall not be stored on metal shelving or in metal storage equipment or enclosures.

8. Tapes shall be stored in polyethylene bags or their plastic boxes may be retained for storage. Cassette tapes without containers shall be provided with new boxes.

9. Tapes shall be stored vertically on shelves to minimize distortion of the tape.

10. Audiotape equipment shall receive periodic maintenance to minimize possible damage to tapes and maximize playback quality. Major areas of maintenance include:

i. Cleaning magnetic heads, capstan, pinch rollers, tape guides and lifters, scape and flutter filters, and tape tension arms;

ii. Demagnetization of tape heads, as well as other metal parts tape contacts;

iii. Replacement of pinch rollers; and

iv. Maintenance operations normally performed by technical personnel, including:

(1) Alignment of magnetic heads;
(2) Adjustment of tape tension;
(3) Replacement of worn heads; and
(4) Adjustment of bias and equalization.

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15:3-8.4 Eligible costs
(a) Costs attendant to the following shall be eligible for grants:
1. Personnel such as conservation/preservation consultants, clerical workers, and laborers;
2. Purchased services such as freeze-drying, microfilming, freezer storage, transportation and rental; and
3. Supplies, such as acid free boxes, folders, and other enclosures, cleaning materials, plastic milk crates, and storage boxes.

15:3-8.5 Procedures for applying for a grant
(a) Applicants shall immediately contact DARM after damage caused by fire, water, man-made or natural phenomena where immediate response is necessary to prevent the irretrievable loss of vital, permanent or archival records.
(b) A DARM representative will make a site visit to determine the nature and scope of the emergency and the immediate danger to vital, permanent or archival records.
(c) Upon recommendation of DARM staff, the Director of DARM may authorize the immediate disbursement of certain Records DIRECT funds and supplies established by the State Records Committee pursuant to the provisions of N.J.A.C. 15:3-8.9.
(d) The DARM representative may assist the applicant in preparing a Records DIRECT grant application developed by DARM. The application form shall be available at the address below and posted on the DARM website www.njarchives.org .
(e) Applications for Records DIRECT grants must be submitted to DARM within 23 working days of an emergency.
(f) The signatory on the application shall be a full-time management-level executive or officer designated by the governing body, with authority and subject matter knowledge to oversee the fulfillment of the grant terms. Pursuant to the provisions of N.J.S.A. 40A:9-133(e)(6), the Municipal Clerk shall serve as signatory for any application for a Records DIRECT grant for a municipality. The designated signatory shall also serve as project manager responsible for implementation and reporting for a grant.
(g) An original and either four copies or an electronic version of the completed application on a compact disc shall be submitted to:
Records DIRECT Grants Administrator
Division of Archives and Records Management
PO Box 307
Trenton, NJ 08625-0307
Fax: (609) 530-6121
Email: recordsdirect.grants@sos.state.nj.us
Delivery: 2300 Stuyvesant Avenue, Ewing Township, Trenton, NJ 08618-3226
(h) Completed applications shall include:
1. The amount of grant and completion date;
2. The project period;
3. The project scope;
4. Special requirements;
5. A projected completion date;
6. Personnel and budget, including an organizational chart and resumes;
7. Governing body authorizations;
8. Annual or most recent fiscal action plan; and
9. Authorized signature.

15:3-8.6 Awarding of Records DIRECT grants
(a) The application shall be reviewed and acted upon by the State Records Committee within five working days of receipt.
(b) The State Records Committee reserves the right to award less or more funding than requested.
(c) The State Records Committee will notify the applicant by fax, telephone or e-mail whether the application has been approved or denied. A formal notification letter shall follow.
(d) All grant decisions of the State Records Committee shall be final.

15:3-8.7 Criteria for review
(a) Grant applications shall be reviewed based on the following:
1. Recommendations of DARM staff based on site visit(s) and other information gathered by the same;
2. Recommendations of preservation/conservation consultants, if any;
3. All expenditures shall be fully described and justified as to need, cost and choice of method for responding to the emergency; and
4. Applicants shall account for any associated insurance or other funds received in compensation from any liable parties.

15:3-8.8 Commencement of project and payment
(a) Payment of up to 90 percent of the grant award shall be issued upon receipt by DARM of a resolution of the governing body of the applicant and an executed agreement accepting the award.
(b) The remainder of the total grant shall be awarded after submission of a final report on a form provided by DARM.
(c) Grant award recipients who fail to submit a final report shall be ineligible to apply for other Records DIRECT grants.

15:3-8.9 Grant amounts
(a) The State Records Committee shall establish minimum and maximum amounts for Records DIRECT grant awards based on the funds available pursuant to P.L. 2003, c.117, sections 38 and 39, and shall post these amounts on the DARM website www.njarchives.org and publish them in a public notice in the New Jersey Register.
(b) DARM shall establish and maintain a stock of emergency disaster supplies for distribution to a county or municipality in response to a natural or man-made disaster where immediate response is necessary to prevent the irretrievable loss of vital, permanent or archival records.
(c) DARM shall provide a full accounting to the State Records Committee for supplies and funds expended for each Records DIRECT award.

(a) More restrictive standards. Nothing in this subchapter shall be deemed to restrict any public agency from promulgating, implementing or employing more restrictive standards, procedures or rules for the storage of records in any media, type or format.

(b) Authority to promulgate additional records storage standards. The provisions promulgated under this subchapter notwithstanding, the Division of Archives and Records Management and the State Records Committee may, in accordance with the Administrative Procedure Act, N.J.S. 52:14B-1 et seq., promulgate, establish or enact such standards, rules or guidelines 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.

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