Microfilmed records must be retained and maintained in compliance with “Microfilming Standards and Procedures – Bulletin 2” established by Texas State Library and Archives Commission and TxDOT Districts and Divisions An inspection of stored microfilm must be conducted every two years, except if the microfilm has been stored under temperature and/or humidity conditions other than those specified in these sections, it must be inspected yearly.

When inspection is done, the sample of microfilm to be inspected for each storage room or vault, if more than one, must be 1/1000th of the total volume of stored microfilm or at least 100 microforms (rolls, jackets, microfiche, aperture cards, COM, etc.) whichever is greater. Sampling procedures must be established that will assure that all parts of the group of microfilm are represented.

If deterioration is found, a more extensive inspection must be conducted to locate all deteriorating film. Any deteriorating film must immediately be removed from the storage area and the problem corrected before returning the film to storage.