N.J. Admin. Code § 15:3-3.13

Current through Register Vol. 56, No. 21, November 4, 2024

Section 15:3-3.13 - Storage of microforms

(a) Master copies of microfilm and other microimaged records on silver halide film shall be stored and maintained in a records storage facility in conformity with and under conditions established in N.J.AC. N.J.A.C. 15:3-6, Storage of Public Records, that will ensure their preservation for their full retention period.

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

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

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

(b) Master copies of microfilm and other microimaged records designated as archival records with long-term or permanent retention periods shall be stored and maintained in a facility in conformity with and under the following conditions as established in N.J.A.C. 15:3-6, Storage of Public Records:

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

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

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

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

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

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

(c) Agencies shall inspect, or arrange to pay a contractor or the Division to inspect, all microform records stored at the agency, at a commercial records storage facility, or at a State Records Center, when the films are two years old, and every two years thereafter, in accordance with ANSI/AIIM MS45-1990 as amended or supplemented, incorporated herein by reference.

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

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

3. The elements of the inspection shall consist of:

i. An inspection, per ANSI/AIIM MS45-1990, for peeling emulsion, brittleness, molding, aging blemishes, or base deformation;

ii. A re-reading of resolution targets;

iii. A re-measurement of density; and

iv. Certification of the environmental conditions under which the microforms are stored, in accordance with N.J.A.C. 15:3-6, Storage of Public Records.

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

i. A summary of the inspection findings, including:

(1) A list of batches by year that includes the identification numbers of microfilm rolls and microfiche in each batch;

(2) The quantity of microforms inspected;

(3) An assessment of the overall condition of the microforms;

(4) A summary of any defects discovered, for example, redox blemishes or base deformation; and

(5) A summary of corrective action taken; and

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

(1) A complete description of all records inspected (title; roll or fiche number or other unique identifier for each unit of film inspected; confidential information, if any; and inclusive dates, names, or other data identifying the records on the unit of film);

(2) The date of inspection;

(3) Elements of the film inspected;

(4) Any defects uncovered; and

(5) Corrective action taken.

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

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

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

N.J. Admin. Code § 15:3-3.13