Chapter Chapter 15. Microfilm Policy

A. This policy applies to the microfilming of any agency record that is to be maintained solely in microfilm format and to all microfilm which is created or maintained for the full retention period of the record as a preservation copy of an agency record. This policy does not app…

A. The following words and terms, when used in this Chapter, have the following meanings, unless the context clearly indicates otherwise. Terms not defined in these Sections have the meanings defined in the R.S. 44:402. Access Film—microfilm copies of records created only for con…

A. Microfilming of records must be in compliance with an approved agency retention schedule. For microfilm maintained as roll film, no more than one records series is permitted on each roll of microfilm.

A. Agencies must maintain the following records in their original analog format after microfilming: 1. records that are required by federal or state statutes or regulations to be maintained in their original, physical format; 2. records that are not listed on the agency’s approve…

A. After the completion of production tests and quality inspection, original microfilm must not be unwound and used for any purpose except: 1. to produce duplicate copies of the film; 2. to carry out periodic inspection of stored original film; 3. to expunge records required by l…

A. The records to be filmed must be arranged, identified, and indexed for filming so an individual document or series of documents can be located on the film. In instances where records are not self-indexing (i.e., not in a readily identifiable numeric or alphabetic sequence) an …

A. Any use of image marking should comply with standard ANSI/AIIM MS8.

A. Whenever possible, targets must all face the same direction as the records being microfilmed.

A. Image sequence on roll microfilm must include at a minimum: 1. leaders with a minimum of 3 feet (36 inches) of blank film; 2. a density target and resolution target; 3. a title page (including agency of record); 4. a records series identification page; 5. records on film; 6. a…

A. Filming sequence for retakes and additions on all microfilm must include: 1. title target identifying the retake or addition records; 2. the retake or addition records; and 3. certification of the camera or scanner operator.

A. Original processed microfilm must be visually inspected according to the following procedures: 1. A visual inspection of microfilm within two weeks of creation must be completed to verify legibility. 2. Images of documents must be uniformly placed on the film and must be free …

A. It is recommended that film imaging equipment be calibrated, tested, or otherwise inspected and adjusted at least twice annually or more often if required to comply with manufacturer's specifications or recommended operating and maintenance procedures.

A. Original film should be stored in a separate building from where duplicate copies or the original record are housed. In addition, films of different generic types should not be stored in the same storage room/vault or in rooms sharing common ventilation.

A. Original microfilm should be stored in a storage room or vault that: 1. conforms to ISO 18911:2010 or any superseding standards that may be issued by a relevant authority; 2. offers protection from fire, water, steam, structural collapse, unauthorized access, and other potenti…

A. Storage housing materials must be noncombustible and non-corrosive. Microfilm containers for original microfilm must: 1. be used for processed microfilm to protect the film and facilitate identification and handling; 2. be chemically stable materials such as non-corrodible met…

A. Labels must include: 1. whether the film is original microfilm or a duplicate, including generation number if known; 2. identification number; 3. name of agency; 4. records series title; 5. inclusive dates of records; 6. the beginning and ending records; and 7. retakes/additio…

A. Inspection of stored original microfilm may be conducted in accordance with the following standards: 1. ISO 18911:2010; 2. ANSI/AIIM MS45; 3. ANSI/AIIM TR13; 4. ANSI/NAPM IT9.1; or 5. any superseding standard that may be issued by a relevant authority. B. When inspection is do…

A. All policies for COM are the same as other microfilm formats, except: 1. the COM original must be wet processed silver-gelatin film for essential records and records with a retention of 10 years or more; 2. the following standards for production, testing, and inspection of COM…

A. All policies for jacketed microfilm are the same as other microfilm formats except: 1. original microfilm may be placed in a jacket, if there is a security copy stored in the same fashion as original microfilm; 2. jacket header information should include a record identifier (n…

A. Film produced by aperture card/CAD systems are the same as other microfilm formats, except: 1. original microfilm and enclosure should pass the photographic activity test criteria outlined in the standard ANSI IT9.2; 2. a density test and a resolution test must be conducted on…

A. Such action must comply with statutory law. 1. If roll film is spliced, the following information must be inserted in place of the expunged record(s): a. a start of expungement target; b. replacement documents for documents that were expunged (if necessary); and c. an expungem…

A. Microfilmed records must be destroyed only in accordance with R.S. 44:411. Microfilmed records scheduled for destruction must be disposed of in a manner that ensures protection for any sensitive or confidential information. Destruction of records on a roll of microfilm contain…

A. Microfilm Production 1. The agency’s records officer must require documentation to be maintained that identifies titles of records filmed, dates records filmed, disposition of records after filming, dates film processed, disposition of film, reduction ratio used, records serie…