Section 60 IAC 2-2-3 - DocumentationAuthority: IC 5-15-5.1-5; IC 5-15-5.1-8; IC 5-15-5.1-20
Affected: IC 5-15-5.1
Sec. 3.
A formal written documentation file shall be created and retained for the life of the microfilm based upon an approved retention schedule documenting the following:
(1) The authority to microfilm specifically enumerated records.(2) The arrangement of originals to be microfilmed.(3) Any weeding policy of documents to determine what papers from the file will be placed on microfilm.(4) Any contracts with agents of record custodians, in-house or vendor, who will perform the actual microfilming.(5) The reproduction process employed to assure accuracy.(6) Verification of the microfilm for completeness and legibility according to the following standards as approved by the oversight committee in record retention schedules: (A) Level A, frame-by-frame verification of microfilm containing the following records: (ii) Records that document the continuing protection of public and private rights.(iii) Records that are significant to the functions of government.(B) Level B, proof of verification by performing a cross-check of microfilm of the following records with original records by order or arrangement:(i) Records that are not critical records.(ii) Records that document the performance of agency functions.(C) Level C, verification by comparing a significant sample of documents to microfilm for all other records not covered under Levels A and B. If any errors are detected, verification shall be made under Level B.(7) The justification for the microfilming of the originals, that is, space reduction, security, and the written process for the destruction of originals as authorized by an approved retention schedule.(8) The identity of persons who supervised the microfilming procedures who are capable of giving evidence of these procedures.(9) The retention schedule for the documentation matching the length of time of the microform.(10) Certification of compliance with this section to the director, Indiana commission on public records.Oversight Committee on Public Records; 60 IAC 2-2-3; filed Feb 23, 1987, 11:30 a.m.: 10 IR 1359; filed Dec 19, 1988, 4:45 p.m.: 12 IR 1089; readopted filed Dec 2, 2001, 12:20 p.m.: 25 IR 1268; filed Mar 28, 2003, 9:38 a.m.: 26 IR 2605; readopted filed Sep 23, 2010, 2:08 p.m.: 20101020-IR-060100425RFAReadopted filed 11/21/2016, 1:21 p.m.: 20161221-IR-060160430RFAReadopted filed 11/22/2022, 8:33 a.m.: 20221221-IR-060220307RFA