950 CMR, § 39.05

Current through Register 1533, October 25, 2024

Section 39.05 - Preparation of Film

(1)Original Records. Original source documents should be of sufficient legibility and high quality to ensure a microfilm of high quality. Should the source documents be of inferior legibility or of low quality, the microfilm output will be of similarly inferior legibility.

Proper care shall be taken in the preparation and arrangement of original records for filming to ensure that a true and accurate reproduction will be made. Insofar as is possible, preparation and arrangement shall be in accordance with Practice for Operational Procedures/Inspection and Quality Control of First-generation, Silver Microfilm of Documents, ANSI/AIIM MS 23. All staples, paper clips, folds, attachments, etc. shall be removed before document filming. Source documents shall be arranged and filmed in a manner consistent with their customary reference and usage.

(2)Reduction Ratio. Regardless of format, the guiding consideration in establishing a reduction ratio shall be the reproduction of readable records on film, which shall be system-compatible in usage. The reduction ratio employed shall be such as to ensure a Quality Index resolution levelof8 as described below.

It should be observed that reduction ratios of24X are regarded as optimalinregular (16 mm) roll film production. Unitized microforms also are becoming standardized on the basis of 24X. Certain applications may require variations fromthis standard. For example, lower reduction may be beneficial where 35 mm film is used; higher reduction may be necessary where 105 mm film is used or where duplex filming is performed on a rotary camera, and 32X reduction is the norm for filming computer output pages. While such factors may necessitate variations, the 24X optimum shall be followed as closely as possible.

The reductionstandard for computer output microfilm (COM) is 48X, as defined in Recommended Practice for Alphanumeric Computer-Output Microforms - Operational Practices and Quality Control, ANSI/AIIM MS 1.

(3)Resolution. The method for determining the minimum required resolution shall conform to the Quality Index Method of determining resolution as given in the Practice for Operational Procedures/Inspection and Quality Control of First-Generation, Silver-Gelatin Microfilm of Documents, ANSI/AIIM MS 23, and Recommended Practice for Operational Procedures/Inspection and Quality Control of Duplicate Microforms of Documents and from COM, ANSI/AIIM MS 43. Resolution shall be sufficient for the production of film producing fine detail and sharpness of image.

Resolution tests shall be performed using a NIST-SRM 1010a Microcopy Resolution Test Chart (a calibrated and certified photographic reproduction) as specified in ISO Resolution Test Chart No. 2 - Description and Use, ANSI/ISO 3334 (ANSI/AIIM MS 51) and the patterns will be read followingthe instructions of ANSI/ISO 3334. Rotary camera targets shall conform to the specifications and be used in accordance with Test Chart for Rotary Microfilm Cameras, ANSI/AIIM MS 17. A minimum Quality Index level of 8.0 (high quality) shall be maintained; i.e., a lower case "e" that is 2mmhighand will be reproduced to three generations shall be filmed on a system that will resolve the 5.0 pattern, regardless of the reduction ratio or the type of camera used.

Computer output microfilm shall meet the requirements of Recommended Practice for Alphanumeric Computer Output Microforms - Operational Practices for Inspection and Quality Control, ANSI/AIIM MS 1.

(4)Density. Throughout filming, density shall be monitored constantly. If density values are too low, the film will appear faded or "washed out." On the other hand, if the density is too high, fine or light lines from the original document will tend to fill in and bold black lines will tend to spread. Density values shall be such that exposed film shall have clear and open lines, as well as an absence of spread and/or widened letters (characters).

The most favorable background density values, in the case of first generation film, and when the baseplus-fog density of the film is less than or equal to 0.10, range from 0.80 to 1.50, depending on the original documents to be filmed. Optimum values for various original documents set forth in Practice for Operational Procedures/Inspection and Quality Control of First-Generation, Silver-Gelatin Microfilm of Documents, ANSI/AIIM MS 23, are indicated below.

CLASSIFICATION	DESCRIPTION OF DOCUMENT	BACKGROUND DENSITY
GROUP 1........	High-quality, high-contrast printed books, periodicals and black typing	1.30 - 1.50
GROUP 2........	Fine-line originals, black opaque pencil writing, and documents with high contrast printing	1.15 - 1.40
GROUP 3........	Pencil and ink drawings, faded printing, and very small printing, such as footnotes at the bottom of a printed page	1.0 - 1.20
GROUP 4........	Low-contrast manuscripts and drawings, graph paper with pale, fine colored lines; letters typed with a worn ribbon; and poorly-printed, faint documents	0.80 - 1.0
GROUP 5........	Poor-contrast documents (special exception)	0.70 - 0.85

Recommended visual diffuse transmission densities for computer-generated images are as follows:

FILM TYPE	PROCESS	DENSITY MEASUREMENT METHOD	MIN. DMAX.*	MAX. DMIN.*	MINIMUM DENSITY DIFFERENCE
Silver gelatin (1P)	Conventional	Printing or diffuse	0.75	0.15 or 0.10 plus base^	0.60
Silver gelatin (1N)	Full reversal	Printing	1.50	0.20 plus base^**	1.30

*Character or line density, measured with a micro densitometer or by comparing the film under a microscope with an image of a known density.

^Base equals the density of the uncoated base.

**Character or line density, measured with a micro densitometer or by comparing the film under a microscope with an image of a known density; the cut mark is useful for processing control only.

Targets and document samples shall be test filmed and density checked for the camera negative, each user generation to be used, and reader-printer blowbacks. The procedure for measurement of density is described in ANSI/AIIM MS 23.

(5) Film Identification. Specifications for film identification should be followed as given in the Recommended Practice for the Identification of Microforms, ANSI/AIIM MS 19.

At a minimum, identification targets shall display the following information: name of the agency by which records are held; the declarations by the records custodian and camera operator; the title of the records (with identification of contents if not evident from series title); the microfilm reel number; camera number (where applicable); legal citation for access restriction (if any); the date of filming; and where possible, the inclusive dates, numbers, names or other data identifying the first and last records on the roll.

Unitized microforms (i.e., fiche, aperture cards, and jacketed film) shall contain records identification information in eye-readable headings in the appropriate places at the top (heading area) of the film material, or on the film jacket.

Any indexes, registers, or other finding aids shall be microfilmed and located in a readily identifiable place within the collection of microfilmed records.

(6)Targets. Standard targets shall be employed pursuant to ANSI/AIIM 19 and ANSI/AIIM MS 23. These shall include appropriate technical targets, restriction or classification targets, targeting for start/end of film record, camera operator's report, and records identification. Other targets, including retake, start file, or space targets, shall be used as necessary.

(7)Film Processing. As soon after the date of exposure as possible, (ideally within 24-48 hours), all film shall be processed in order that the film images be properly fixed.

Hypo-residue (sodium thiosulfate) shall meet the standards of Imaging Media (Film) - Silver-Gelatin Type - Specifications for Stability, ANSI/NAPM IT 9.1. In all such cases, film shall be washed to reduce the hypo residue to within allowable tolerances as defined in ANSI/NAPM IT9.1. The amount of thiosulfate ion residue shall be greater than 0 and less than 0.014 gram/meter² .

To confirm these tolerances, the chemical testing of processed film shall be required. The tests to be used in meeting this requirement are specified in Photography (Chemicals) Residual Thiosulfate and Other Chemicals in Films, Plates and Papers - Determination and Measurement. ANSI/ASC PH 4.8. If reversal processing will be used, it must be full photographic reversal and not the halide-type reversal.

The use of polysulfide or other treatment approved by the Image Permanence Institute to retard the deterioration of processed film is encouraged.

(8)Post-filming Inspection. It is the responsibility of the records custodian to ensure that, as soon after processing as possible, all film shall be inspected to determine if the material has been filmed in proper sequence, and to determine if photographic and physical requirements have been met. This shall include resolution, density, and residual thiosulfate ion checks, as well as visual inspections for the quality of the filmed product. Inspections shall be made as recommended by ANSI/AIIM MS 23 and reports shall be prepared detailing defects and errors, if any, and indicating any corrections which may be made. Said reports will be returned to the custodian of the records involved.

In regard to roll film, corrections and/or retakes are to be spliced in at the beginning of each reel in a retake section along with targets for retake certificates. Splices shall be made in accordance with Splices for Imaged Film - Dimensions and Operational Constraints, ANSI/AIIM MS 18. Equivalent procedures shall be applied in the correction of unitized microforms.

950 CMR, § 39.05