N.J. Admin. Code § 15:3-3.18

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

Section 15:3-3.18 - Microfilm projects

(a) The Division shall provide agencies with expert assistance and advice in establishment and operations of all approved microfilming projects, including the establishment and operation of computer output microfilm (COM), computer assisted retrieval (CAR) systems services, microfilm backup for image processing systems pursuant to N.J.A.C. 15:3-4, Image Processing of Public Records, and 15:3-5, Certification of Image Processing Systems, and all computer-related microfilm technology.

(b) Pursuant to the provisions of Executive Order No. 109(1981), consolidating microfilm units, effective October 8, 1981, the Division shall operate a Centralized Micrographics Service to provide reimbursable microfilming services, including preparing, indexing, and filming of records, inspection of film, and labeling of film containers. Agencies desiring microfilming services from the Division should contact the Division or the director of the records center serving the agency's records for information on services and fees for microfilming services.

(c) All microfilming projects for State agencies, as defined in this section, shall be undertaken by the Microfilm Unit located in the Division, unless otherwise approved by the Chief of the Bureau of Micrographics and Alternate Records Storage or the acting Chief thereof. These projects shall be provided with equipment and supplies on a debit and credit basis, debiting the user the expendable items supplied to them, that is, microfilm machine use, film, and so on. The debit and credit for personnel will be based on the actual working days expended in preparation, filming and checking film for the project, in addition to which the Division shall append a 15 percent fee, based on a percentage of these charges, to meet administrative and document transport costs.

(d) Projects of permanent or lengthy duration, including service contracts with private vendors, may, on approval by the Chief of the Bureau of Micrographics and Alternative Records Storage, or Supervisor of Micrographics and Imaging Services, be conducted by the State agency under whose custody the records remain; provided the following conditions are adhered to:

1. Projects requiring approximately six months or less to complete shall be undertaken by the Microfilm Unit located in the Division. These projects shall be provided with equipment and supplies on a debit and credit basis, debiting the user expendable items supplied to them, that is, microfilm machine use, film, and so on;

2. The debit and credit for personnel shall be based on actual days expended in preparation, filming, and checking film for the project, in addition to which the Division may append a 15 percent fee, based on a percentage of those charges, to meet related administrative and document transport costs; and

3. Projects of permanent or lengthy duration, including service contracts with private vendors, may, on approval by the Chief of the Bureau of Micrographics and Alternative Records Storage, or Supervisor of Micrographic and Imaging Services, be conducted by the State agency under whose custody the records remain; provided the following conditions are adhered to:

i. Standard operating procedures for the project must be instituted and supervised by the Division of Archives and Records Management to insure the accuracy and quality of the work;

ii. Full responsibility for maintaining these specifications and standards shall be assumed by the agency conducting the project; and

iii. Within the limits of time available, the Chief of the Bureau of Micrographics and Alternative Records Storage, or Supervisor of Micrographics and Imaging Services, shall make periodic inspections, pursuant to 15:3-3.1 2, to insure that the microfilm standards and procedures of the State of New Jersey are being implemented and adhered to.

(e) State agencies considering the installation of a permanent microfilm project shall notify the Chief of the Bureau of Micrographics and Alternative Records Storage, or Supervisor of Micrographics and Imaging Services, in order to obtain approval as to the feasibility of purchasing microfilm equipment or instituting such a project. Additional purchases of equipment will also require the approval of the Division, including the purchase of computer output microfilm (COM) and computer assisted retrieval (CAR) systems/services, and purchases of all computer-related microfilm technology.

(f) The supervisor of every microfilm unit shall submit to the Chief of the Bureau of Micrographics and Alternative Records Storage, or Supervisor of Micrographics and Imaging Services, in the Division, a monthly activities report. Such report, to be submitted within five working days of the end of the month, shall detail the work accomplished by the unit during the preceding month.

(g) Records to be microfilmed by the Division Microfilm Unit shall be transferred to the Division. When records have been filmed and the film properly inspected, the Division will notify the agency that the original records are eligible for destruction. A "Request and Authorization for Records Disposal" form, as established under N.J.A.C. 15:3-2.2(d), shall be used in such notifications.

N.J. Admin. Code § 15:3-3.18

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