N.J. Admin. Code § 15:3-3.5

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

Section 15:3-3.5 - State and local agencies; microfilmed records

(a) In order to adequately protect the public interest in the effective, economic, and efficient management of all of the records of State and local government in the State of New Jersey and to ensure the preservation of the historical heritage of the State for future generations, every agency, as defined in N.J.A.C. 15:3-1.2, shall:

1. Pursuant to 15:3-1.5(a)3, assign responsibility for an agency-wide program for managing microform records and notify the Division of the name and title of the person assigned the responsibility;

2. Strictly apply State standards and rules for the creation and use of microform records;

3. Manage microformed records as part of other records and information resources management programs of the agency;

4. Include microform records management objectives, responsibilities, and authorities in pertinent agency directives and disseminate them to appropriate officials;

5. Address records management issues, including disposition, before approving new microform records systems or enhancements to existing systems;

6. Train the managers and users of microform records;

7. Develop records schedules covering both source documents (originals) and microform records and finding aids, secure State Records Committee approval, and apply the disposition instructions;

8. Schedule computerized indexes associated with microform records, such as in a computer-assisted retrieval (CAR) system;

9. Ensure that paper records are not destroyed after microfilming without authorization from the Division; and

10. Review practices used to create and manage microform records periodically to ensure compliance with State standards in this subchapter.

(b) All State or local government agencies engaged in microfilming public records or causing their records to be microfilmed shall:

1. Submit samples of one or more rolls of microfilm for inspection by the Chief of the Bureau of Micrographics and Alternate Records Storage or the Supervisor of Micrographics and Imaging Services before proceeding with any project for microfilming any record series or series of records of any such State or local government agency. No microfilm project shall proceed unless or until such microfilm has been inspected and certified by the Chief of the Bureau of Micrographics and Alternate Records Storage or the Supervisor of Micrographics and Imaging Services as conforming to State standards pursuant to this subchapter;

2. Submit a sample of one roll of microfilm for inspection by the Chief of the Bureau of Micrographics and Alternate Records Storage or the Supervisor of Micrographics and Imaging Services along with any request sent to the Division of Archives and Records Management for authorization for the destruction of any record series or series of records that has been microfilmed or requires microfilm backup. No authorization for the destruction of such records shall proceed unless or until such microfilm has been inspected and certified by the Chief of the Bureau of Micrographics and Alternate Records Storage or the Supervisor of Micrographics and Imaging Services as conforming to State standards pursuant to this subchapter;

3. Submit samples of one or more rolls of microfilm for inspection by the Chief of the Bureau of Micrographics and Alternate Records Storage or the Supervisor of Micrographics and Imaging Services at least once in each six months period beginning with each calendar year. If the Chief of the Bureau of Micrographics and Alternate Records Storage or the Supervisor of Micrographics and Imaging Services determines that such microfilm does not conform to State standards pursuant to this subchapter, such microfilm project shall not proceed unless or until any deficiencies or errors are corrected and such microfilm has been inspected and certified by Chief of the Bureau of Micrographics and Alternate Records Storage or the Supervisor of Micrographics and Imaging Services as conforming to the aforementioned State standards; and

4. Submit a copy of any specification for microfilming of public records or the production or duplication of microfilm of public records contained in a request for proposal (RFP), contract or similar document to the Chief of the Bureau of Micrographics and Alternate Records Storage or the Supervisor of Micrographics and Imaging Services for technical review to determine that they conform to State standards pursuant to the provisions of this subchapter.

(c) The Chief of the Bureau of Micrographics and Alternate Records Storage or the Supervisor of Micrographics and Imaging Services may request, at his or her discretion, any State or local government agency engaged in microfilming public records or causing their records to be microfilmed to submit one or more rolls of microfilm for inspection. If the Chief of the Bureau of Micrographics and Alternate Records Storage or the Supervisor of Micrographics and Imaging Services determines that such microfilm does not conform to State standards pursuant to this subchapter, such microfilm project or projects shall not proceed unless or until any deficiencies or errors are corrected and such microfilm has been inspected and certified by Chief of the Bureau of Micrographics and Alternate Records Storage or the Supervisor of Micrographics and Imaging Services as conforming to the aforementioned State standards.

N.J. Admin. Code § 15:3-3.5

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