The following words and terms, when used in these sections, have the following meanings, unless the context clearly indicates otherwise. Terms not defined in these sections have the meanings defined in the Local Government Code, Chapter 201, or technical report AIIM TR2 adopted by reference in §7.22(a) of this title (relating to Adopted National Standards). (1) Aperture card--A card with a rectangular opening(s) into which 16mm/35mm microfilm frames can be inserted, mounted, or pre-mounted. (2) Batch--A quantity of chemicals or film which has been prepared at one time, and which has been identified through labeling or through other means by the manufacturer as a batch or lot. (3) CAD (computer assisted design)--A method of creating microimages by computer-driven laser. (4) Convenience film--Microfilm copies of records created only for convenience of use and considered nonrecords under the
Local Government Code, §201.003(8). (5) Declaration by the camera operator--A target photographed on film following the filmed records that provides identification of beginning and ending records on the film; signature of the camera operator; date the declaration was filmed; and reduction range, if more than one ratio has been used. (6) Diazo--A photographic film containing one or more photosensitive layers composed of diazonium salts in a polymeric material which react with coupler(s) to form an azo dye image after film processing. (7) Duplicate microfilm--A microfilm copy made from the original or master negative. Can be silver, diazo or vesicular film. (8) Essential record--Any local government record necessary to the resumption or continuation of government operations in an emergency or disaster, to the re-creation of the legal and financial status of the government, or to the protection and
fulfillment of obligations to the people of the state. (9) Local government record--Any document, paper, letter, book, map, photograph, sound or video recording, microfilm, magnetic tape, electronic medium, or other information recording medium, regardless of physical form or characteristic and regardless of whether public access to it is open or restricted under the laws of the state, created or received by a local government or any of its officers or employees pursuant to law, including an ordinance, or in the transaction of public business, except for materials excluded under the Local Government Code, Chapter 201. (10) Microfilm--Roll microfilm, microfiche, computer output microfilm (COM), and all other formats produced by any method of microphotography or other means of miniaturization on film. (11) Microfilm container--Generic term for any enclosure in close or direct contact with film such as a reel, can, bag,
folder, sleeve (sheath), jacket, envelope, window mount or mat, slide mount, carton, cartridge, cassette, and aperture card. (12) Microfilming--The methods, procedures, and processes used to produce microfilm. (13) Needs assessment--A documented process to determine the feasibility and justification for microfilming records including consideration of the retention period and activity rate of the records, advantages and limitations of alternate records media, protection of essential records, access or retrieval concerns, and cost comparisons. (14) Original microfilm--Film produced directly from the record (also known as first-generation microfilm and camera film). (15) Records custodian--The appointed or elected public officer who by the state constitution, state law, ordinance, or administrative policy is in charge of an office that creates or receives local government records.
(16) Records management officer--The person identified under the Local Government Code, §203.001 or designated under the Local Government Code, §203.025 as the records management officer. (17) Records series--A group of identical or related records that are normally used and/or filed together, and that permit evaluation as a group for retention scheduling purposes. (18) Retention period--The minimum time that a local government record must be retained as established on a records retention schedule adopted under §7.125 of this title (relating to Records Retention Schedules). (19) Security copy--Either the original microfilm or a duplicate that is stored offsite for the full retention period of the record. (20) Step-and-repeat system--A method of microfilming by which images are directly placed on an area of film according to a predetermined format, usually in orderly rows and
columns. (21) Title page--A target photographed on film stating that the records are microfilmed in the regular course of business and identifying the name of the government and office of origin, if applicable; name and title of the current records custodian/officer; name and location of service bureau, if applicable; reduction ratio; records series title; inclusive dates of records and volume numbers or serial numbers needed to clearly identify the records; and restriction or classification, if applicable. (22) Vesicular--Photographic film containing one or more photosensitive layers composed of diazonium salt in a thermoplastic material.
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