Section 2: Microfilm Procedures
The following table describes the procedures involved in a typical microfilming project. Depending on the details of the service purchase, individual steps may be performed by either the customer or the vendor. Vendors who perform the service of microfilming for TxDOT official records should follow the recommended practices issued by American National Standards Institute (ANSI) and/or the Association for Information and Image Management (AIIM) as minimum requirements for all microfilming of official records where this chapter does not specify a standard or practice. Texas State Library and Archives Commission
.
Standards for Original Microfilm
The following standards are established for first-generation
“silver microfilm” also known as Silver halide. Silver halide is
a specific type of silver gelatin film composed of very finely divided
grains of silver. Silver halide is the most light-sensitive of all
the films used in microforms, hence it can record the greatest amount
of detail and provides the richest tonal variance. It provides the
most faithful reproduction of the source document. American National
Standards Institute and/or the Association for Information and Image
Management have established standards for the production, processing,
and storage of this film as an archival medium:
- First-Generation, silver microfilm – ANSI/AIIM MS23
- Microfiche – ANSI/AIIM MS5
- Roll Microfilm – ANSI/AIIM MS14
- Splices of Microfilm – ANSI/AIIM MS18
- Quality-Index Graph – ANSI/AIIM MS23
The quality-index graph is 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
Standards for Microfilm Duplicates
Microfilm duplicates can be a variety of film, including diazo,
vesicular, or silver-halide types. The following standards are required
for duplicate film as applicable:
- Duplicate Baseline - ANSI/AIIM MS43
- Diazo Film – ANSI IT9.5
- Vesicular Film – ANSI IT9.1
- Silver Film – ANSI/NAPM IT9.1
Film Specifications
Original microfilm must meet Standard ANSI/NAPM IT9.1. Film
with a polyester base must be used for records having a retention
period of 10 years or more. Any film type may be used for official
records having a retention period of less than 10 years, provided
the microfilmed records will last for the required retention period.
Microfilm Project Procedural Outline
The steps TxDOT (Customer) should consider when selecting the microfilming vendor to ensure specifications are established for the filing project include the following:
Step | Responsible | Action |
---|---|---|
1 | Customer and Vendor | Develop specifications for the film job to include the following:
|
2 | Customer or Vendor (According to Service Agreement) | Prepares records for filming by
|
3 | Vendor |
|
4 | Customer |
|
5 | Service Bureau |
|
Microfilm Job Specifications
Microfilm job specifications direct the vendor on job requirements
and should include information describing:
- Record series.
- Microfilm format (roll film, microfiche, or another microform type).
- Reduction ratio (size of the microfilmed image), which is related to the user's microfilm reading equipment.
- Orientation (arrangement of images on the film).
- Filming cycles (if appropriate for frequently scheduled jobs).
- Distribution of microfilm original copies.
- Special filming, indexing, or handling instructions.
Preparing Records for Microfilming
Documents are normally filmed on an automatic camera that
works like a high-speed copier. Remove any fasteners and use transparent
tape to repair tears that will jam the camera. Tape small documents
to an 8½ x 11- inch sheet of paper and make photocopies of photographs
on a copier with a setting that will produce a usable image.
Purge and Organize - Remove all duplicate copies and unnecessary
materials. If there is a choice between original documents, carbons
or photocopies use the original documents to ensure optimal image
quality. Arrange all folders in the sequence in which they are to
be filmed.
Prepare an index of the records - List each folder or subdivision
of records to be microfilmed in its proper order. It is convenient
to create and insert target sheets while indexing the records.
Original Microfilm and Security Back-Up
Typically microfilm jobs specify production of an original
and a duplicate. Use the duplicate for any reference purposes and
store the original in a separate location as a security backup.
Disposition of Source Documents
All official records may be maintained on microfilm. Microfilmed
records created in compliance with this Records Management Standard
is an original record and the microfilmed record or a certified
copy of it shall be accepted as such by any court or TxDOT. A microfilmed
official record that was produced in accordance with any state law
in force before September 1, 1997, is considered an original record.
TxDOT may arrange for the vendor to destroy the original records
on acceptance of the microfilm job or may choose to have the originals
returned and to manage the destruction internally. The destruction
does not have to be documented on the 1420 Records Destruction Form,
since the records themselves still exist, and only the media containing
them has changed.