N.J. Admin. Code § 15:3-3.14

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

Section 15:3-3.14 - Transfer of microforms

(a) Agencies may transfer permanent microform records to the physical custody of the State Records Center with the approval of the Supervisor of Records Storage, provided the microfilm has been certified as conforming to State standards and a records retention schedule has been approved for the records by the State Records Committee. Agencies transferring such microforms to the State Records Center shall:

1. Submit a completed records transmittal form to the State Records Center, unless otherwise instructed; and

2. Include the following information on the transmittal form, or in an attachment to the transmittal:

i. The name of the agency and program component;

ii. The identification number and title of the records series;

iii. The media or format used;

iv. The barcode number or other identifier for each unit of film;

v. The confidentiality of records, if any;

vi. Inclusive dates, names, or other data identifying the records to be included on a unit of film;

vii. Indices or other finding aids that are not contained in the microform; and

viii. Copies of Inspection log forms and inspection reports.

(b) Agencies may transfer microform records with permanent or long-term retention schedules to the State Records Center only if they provide copies of the records that the microforms have been inspected by the agency, an agency contractor, or a commercial records center, or if the agency contracts with the Division to inspect the microforms on a reimbursable basis, and the film passes inspection by the same.

(c) Agencies may transfer permanent or archival records in microform to the legal custody of the State Archives, provided the microfilm has been certified as conforming to State standards and a records retention schedule has been approved for the records by the State Records Committee as permanent or archival records, or the Director of the Division of Archives and Records Management or the Chief of the Bureau of Archives and History have approved the transfer of such records to the State Archives. Agencies transferring microforms to the State Archives shall:

1. Package non-silver copies of microfilm separately from the silver halide master copies or silver halide duplicate microform copy. Clearly label non-silver microfilm as non-silver copies;

2. Originate the transfer by submitting an agreement to transfer records to the State Archives of the State of New Jersey, unless otherwise instructed;

3. If the records are not in the State Records Center, submit the information specified in 15:3-3.1 1(a);

4. Transfer the silver halide original (or duplicate silver halide microform) plus one microform copy, or cause a copy to be created; and

5. State the inspection of the microform is up-to-date and provide copies of inspection log forms and inspection reports.

N.J. Admin. Code § 15:3-3.14

Amended by 49 N.J.R. 770(c), effective 4/17/2017