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RULE §6.24Microfilm Production Procedures

(a) Standards for original microfilm.

  (1) First-generation, silver microfilm--ANSI/AIIM MS23.

  (2) Microfiche--ANSI/AIIM MS5.

  (3) Roll microfilm--ANSI/AIIM MS14.

  (4) Splices for microfilm--ANSI/AIIM MS18.

  (5) The quality-index graph in standard ANSI/AIIM MS23 must be used to determine the minimum quality index for all microfilm of essential and permanent records and for 10% of the total volume of microfilm of other records. All microfilm of permanent and essential records must meet a minimum quality index level of 5.0. Microfilm of other records must meet a minimum quality index level of 3.6.

(b) Standards for microfilm duplicates.

  (1) ANSI/AIIM MS43 and the following standards, as applicable.

  (2) Diazo film--ANSI IT9.5.

  (3) Vesicular film--ANSI IT9.12.

  (4) Silver film--ANSI/NAPM IT9.1.

(c) Film specifications.

  (1) Original microfilm must meet standard ANSI/NAPM IT9.1, except where these sections specifically state otherwise.

  (2) Film with a polyester base must be used for records having a retention period of 10 years or more.

  (3) Any film type may be used for records having a retention period of less than 10 years, provided the microfilmed record will last for the required retention period.

(d) Indexing.

  (1) The indexing and retrieval system to be used must be determined before preparing documents for filming.

  (2) The records must be arranged, identified, and indexed for filming so that an individual document or a series of documents can be located on film.

  (3) Any use of image marking must comply with standard ANSI/AIIM MS8.

  (4) In those instances where records are not self-indexing, (i.e., not in a readily identifiable numeric or alphabetic sequence) an index must be maintained.

(e) Document preparation.

  (1) All imperfections that affect the legibility of a document must be repaired, if possible, and if allowed by the records administrator or records custodian.

  (2) Documents must be filmed in an orderly sequence and misplaced pages, folders or other file units must be put in the correct order.

  (3) The film must be as complete a record of the file as possible. Problems with missing file units, incorrect pagination, illegible pages, etc. must be documented by inserting and filming targets, as specified in standard ANSI/AIIM MS23.

  (4) Whenever possible, targets must all face the same direction as the records being microfilmed.

(f) Image sequence for filming.

  (1) The image sequence on roll microfilm must be at a minimum:

    (A) leader with a minimum of 700 millimeters (28 inches) of blank film;

    (B) density target and resolution target;

    (C) title page;

    (D) records on film;

    (E) declaration by camera operator;

    (F) density target and resolution target; and

    (G) trailer with a minimum of 700 millimeters (28 inches) of blank film.

  (2) The filming sequence for retakes/additions on all microfilm must be:

    (A) title target identifying the retake/addition records;

    (B) the retake/addition records; and

    (C) declaration by camera operator.

  (3) Retakes/additions can be spliced either before the density and resolution targets at the beginning of the film or after the density and resolution targets at the end of the film. Retakes/additions can be on another roll of film if cross-indexed to the original role on the title target and the container label.

Source Note: The provisions of this §6.24 adopted to be effective June 12, 1996, 21 TexReg 4989.

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