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Standards for Computer-Output Microfilm (COM) for Public Records

17 VAC 15-50-10. Authority

These standards are established by the Library Board in accordance with the provisions of the Virginia Public Records Act, Chapter 7 (42.1-76 et. Seq.) of Title 42.1 of the Code of Virginia.

17 VAC 15-50-20. Scope

These standards apply to all records generated on computer-output microfilm (COM) that have been appraised as archival, having administrative, legal, fiscal or historical value as defined in 42.1-77 of the Code of Virginia to warrant their permanent preservation. Such determinations are included in the officially approved retention and disposition schedules. When such archival records are to be maintained on microfilm, the silver master is to be considered the permanent archival security copy. Thermally processed film shall not be used unless a wet processed silver master copy is generated and preserved as the archival microfilm. The silver master shall not be used for reference purposes and shall be inspected and approved by the user to meet this standard. If the COM original masters are to be stored by the Imaging Services Branch, Records Management & Imaging Services Division, The Library of Virginia, then the originals must also meet the "Guidelines for Film, Microfiche or Optical Media for Security Storage at The Library of Virginia". Film not meeting this standard or the "Guidelines" will be returned to the Office of origin.

17 VAC 15-50-30. Standards

Permanent records generated on COM shall comply with the following standards approved by the American National Standards Institute (ANSI) and the Association for Information and Image Management (AIIM):

ANSI:

IT9.1 - 1992 Imaging Media (Film) - Silver-Gelatin Type - Specifications for Stability

IT9.2 - 1991 Imaging Media - Photographic Processed Films, Plates, and Papers - Filing Enclosures and Storage Containers

IT9.11 - 1993 Imaging Media - Processed Safety Photographic Film - Storage

PH1.151- 1983 Micrographic Sheet and Roll Films - Dimensions.

IT9.17 – 1993 Photography - Determination of Residual Thiosulfate and Other Related Chemicals in Processed Photographic Materials - Methods Using Iodine-Amylose, Methylene Blue and Silver Sulfide

PH2.19 – 1986 Conditions for Diffuse and Doubly Diffuse Transmission Measurements.

ANSI/AIIM:

MS01 - 1996 Recommended Practice for Alphanumeric Computer Output Microform - Operational Practices for Inspection and Quality Control

MS19 - 1993 Recommended Practice for Identification of Microforms

MS23 - 1998 Practice for Operational Procedures/Inspection and Quality Control of First-Generation Silver Gelatin Microfilm of Documents

MS28 - 1996 Alphanumeric COM Quality Test Slide

MS43 - 1998 Recommended Practice for Operational Procedures/Inspection and Quality Control of Duplicate Microforms of Documents and From COM

MS45 - 1990 Recommended Practice for Inspection of Stored Silver Gelatin Microforms for Evidence of Deterioration

TR2 - 1992 Glossary of Imaging Technology

17 VAC 15-50-40. Microfilm stock.

The film stock used to make permanent archival security photographic or microphotographic copies of public records shall be safety-based permanent record film as specified in American National Standards Institute 1992 Imaging Media (Film) Silver-Gelatin type Specifications for Stability.

17 VAC 15-50-50. Microfilming procedures.

Procedures to be followed in establishing and operating a COM micrographic program for filming public records shall conform to standards set down in ANSI/AIIM MS23-1998 Practice for Operational Procedures/Inspection and Quality Control of First-Generation Silver-Gelatin Microfilm of Documents, ANSI/AIIM MS01- 1996 Recommended Practice for Alphanumeric Computer-Output Microforms - Operational Practices for Inspection and Quality Control, ANSI/AIIM MS28-1987 Alphanumeric COM Quality Test Slide and MS43-1998 Recommended Practice for Operational Procedures/Inspection and Quality Control of Duplicate Microforms of Documents and From COM.

17 VAC 15-50-60. Microimages

Microimages, including the generation intended for use, shall contain all the significant record detail of the database, and shall be easily read and reproduced. Microimages of the records shall be arranged, identified and indexed so that any component of the records can be located with reasonable ease.

17 VAC 15-50-70. Densities

All densities shall be consistent throughout the microform. The background density on negative appearing original silver masters shall meet or exceed 1.8. Background density on positive appearing silver masters shall be no greater than 0.30. Measurements are made using a densitometer properly calibrated from a step tablet.

17 VAC 15-50-80. Titling

Each microfilm shall have eye readable titling. This titling shall include the office of origin, record series, inclusive information, date of filming and sequential numbering of the microforms.

17 VAC 15-50-90. Processing

Processing must be either conventional or full reversal, utilizing a developer and fixer. Processors shall be certified by the manufacturer as capable of producing archival quality processed film and meet Methylene Blue requirements as stated in ANSI IT9.17 - 1993 Photography - Determination of Residual Thiosulfate and other related Chemicals in Processed Photographic Materials - Methods using Iodine-Amylose, Methylene Blue and Silver Sulfide.

17 VAC 15-50-100. Certification

Certification for archival quality processing shall be based upon the Methylene Blue test analysis. Processed microfilm must have an optimum concentration of greater than zero but shall not exceed .014 g/m2 in a clear film area. Film processed in-house shall be tested and certified once every two weeks or as deemed necessary by the Imaging Services Branch, The Library of Virginia. Processing services performed off-site shall include provisions requiring that the Methylene blue test shall be performed once every 24 hours.

17 VAC 15-50-110. Certificate

A certificate documenting that the microfilm passes the Methylene blue test shall be sent to the Imaging Services Branch, The Library of Virginia. The certificate shall contain the name of the agency or governmental entity whose film was processed, the date of processing, the date the Methylene blue test was performed, the test results, the processor used and the signature of the person who did the test.

17 VAC 15-50-120. Evaluation

The total microfilming system shall be evaluated to ensure that micro-images conforming to the standards are produced. The final reproduction, whether film or hard copy print from the film, must be retrievable, readable and reproducible.

17 VAC 15-50-130. Handling

At least one silver master must be designated as the permanent archival copy and shall be handled and stored according to the established standards. This silver master shall not be used in readers or reader/printers or as the user copy. Clean, lint free, white cotton or nylon gloves shall be worn when handling the silver master. Food, smoking and other contaminants shall not be allowed in areas where the original master is generated or stored.

17 VAC 15-50-140. Storage

The Computer-output microfilm shall be verified for completeness and accuracy by the Agency or governmental entity. If the original silver master is to be transferred to the Imaging Services Branch, The Library of Virginia, for storage following established Retention and Disposition Schedules, then it must also meet the "Guidelines for Film, Microfiche or Optical Media for Security Storage at The Library of Virginia". Each microform shall be placed in enclosures that are free of acids and peroxides, and meet the requirements in IT9.2 - 1991 Imaging Media - Photographic Processed Films. Adequate descriptive material shall be provided with the film to facilitate accessioning and retrieval.

17 VAC 15-50-150. Inspection

At approximately two-year intervals, a sample of randomly selected reels or fiche in storage shall be inspected according to MS45-1990 Recommended Practice for Inspection of Stored Silver-Gelatin Microforms for Evidence of Deterioration.