N.J. Admin. Code § 15:3-3.15

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

Section 15:3-3.15 - Disposal of original records after microfilming

(a) The State Records Committee must approve a records retention schedule and a "Request for Records Disposition Authority" form shall be filed and approved by the Division before any public records, including source documents, can be destroyed.

1. No original records may be destroyed after microfilming unless the agency obtains permission to do so from the Division pursuant 15:3-2.2(a) and (c). A "Request and Authorization for Records Disposal" form, as set forth in 15:3-2.2(f), must be used for this purpose. Signed certification shall accompany the form stating that the listed records have been microfilmed in accordance with the rules and regulations of the subchapter and that with the creation of these microfilm copies, the original records have ceased to have sufficient value to warrant their retention.

2. Authority to destroy the paper records may be withheld when inspection reveals improper photographic exposure, distorted or unreadable microfilm images, or evidence of loss of the integrity of the original files through inadequate identification, lack of proper indexing, or rearrangement of papers in such a manner that their original identity and usability is lost.

3. The Division will not approve the destruction of original records that have intrinsic value, or original records that are scheduled as having permanent long-term retention and that have other characteristics that would limit the usefulness of microform copies for public reference.

4. When an agency intends to retain the silver original microforms of permanent records and destroy the original paper records, the agency must certify in writing that the microform will be stored in compliance with State standards and inspected asrequired by State statutes and rules.

5. Disposal of paper records after microfilming shall be conducted according to procedures established in 15:3-2.2(c), concerning audit of fiscal records, and 15:3-2.2(f), concerning physical destruction of public records.

N.J. Admin. Code § 15:3-3.15

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