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RULE §6.26Storage of Original Microfilm

(a) Original microfilm must be stored in a separate building from that in which duplicate copies, if any, or the original records are housed, and under conditions that meet the requirements of this section.

(b) Microfilm must be stored in a storage room or vault that complies with the following:

  (1) is separate from other types of storage, offices, or work areas and offers protection from fire, water, steam, structural collapse, unauthorized access, and other potential hazards;

  (2) is equipped with a fire alarm system and capable of preventing temperatures inside the storage room/vault from exceeding 150 degrees Fahrenheit and the relative humidity inside the storage room/vault from exceeding 85% for up to two hours in the event of a fire external to the storage room/vault;

  (3) if constructed or readapted after 1991 to serve as a microfilm storage facility, is equipped with a fire suppression system and with automatic fire control dampers in ducts carrying air to and from the storage room/vault;

  (4) if needed, is equipped with a system capable of removing those gaseous impurities in the surrounding environment as specified in standard ANSI IT9.11;

  (5) if subject to invasion of solid particles that can abrade film or react on the images, has mechanical filters or electrostatic precipitators installed with a cleaning efficiency of at least 80% when tested with atmospheric air in accordance with standard ANSI IT9.11;

  (6) has approximately 0.05 inch of pressure above atmospheric pressure; e.g., a positive air pressure is maintained within the storage room or vault; and

  (7) has adequate temperature and humidity controls.

    (A) For microfilm of records with a retention of 10 years or more, temperature must not exceed 70 degrees Fahrenheit, and a constant relative humidity of 35% must be maintained with a maximum variance of plus/minus 5.0% relative humidity in a 24-hour period.

    (B) For microfilm of records with a retention of less than 10 years, the maximum temperature must not exceed 77 degrees Fahrenheit, and a relative humidity range between 20% and 50% must be maintained with a maximum variation of plus/minus 5.0% relative humidity in a 24-hour period.

(c) Standards for microfilm containers and storage housings.

  (1) A microfilm container must be used for processed microfilm to protect the film and facilitate identification and handling.

  (2) Chemically stable materials such as non-corrosible metals (anodized aluminum or stainless steel), peroxide-free plastics, and acid-free paper must be used for containers to ensure no degradation is caused to the image.

    (A) If an adhesive is used, it must have no harmful effect on the photographic images.

    (B) Inks used on the container and on the label must not be a source of products that may damage the film or the enclosure itself.

    (C) Paper that is free of chemicals harmful to the film may be used to secure roll film, if needed.

  (3) Container label information must include:

    (A) whether the film is original microfilm or a duplicate, including generation number if known;

    (B) identification number;

    (C) name of agency;

    (D) records series title;

    (E) inclusive dates of records;

    (F) the beginning and ending records; and

    (G) retakes/additions, if applicable.

  (4) Microfilm must be stored in a closed housing or may be stored on open shelves or racks if the film is in closed containers.

  (5) Storage housing materials must be noncombustible and noncorrosive.

  (6) Storage housing and containers must not be overloaded and film must not be stored under pressure.

(d) Films of different generic types, such as silver-gelatin, diazo, and vesicular films, must not be stored in the same storage room/vault or in rooms sharing common ventilation.

Source Note: The provisions of this §6.26 adopted to be effective June 12, 1996, 21 TexReg 4989.

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