Section 255-3-3 - DEFINITIONS The following definitions are established for terms used in these rules:
A. "Access images" (aka surrogate or derivative) are the user copies of images, those copies that users access in the system. The use copy may be identical to the master in all respects except that it is the copy used by internal and/or external users. If the access images will be retained long term, it is best if they are produced as common long-term formats with lossless compression (such as TIFF and PDF/A), even if their ppi and/or bit depth is reduced to allow for faster processing on an electronic system. However, access images may be produced in any format desired, so the JPEG and GIF formats are sometimes employed for access images. These guidelines do not set technical specifications for access images, except that such images must be in a universally accessible file format. Since user copies are not to be the copies of record, these images may be enhanced in any way desired to improve legibility or visibility of information.B. "Agency" means any Department, Bureau, Division or other branch of State Government.C. "Archives" means noncurrent government records that have been determined by the State Archivist, with advice from the Archives Advisory Board, to have sufficient value to warrant their continued preservation.D. A "backup image" is a copy of any version of an image (master, access, or thumbnail) that is stored off line and outside of the imaging system to protect the images from intentional or accidental destruction or tampering. Every version of every image on an imaging system must be backed up.E. "Imaging" for the purpose of these rules will encompass digital capture of documents; while microfilming is sometimes categorized as an imaging process. In some systems, imaging and micrographics technologies are combined to form a hybrid system.F. "Digital imaging" is the process of converting records on paper or film into electronic images of the original records. The process typically requires a document scanner or digital camera, a computer, and software to capture the image, as well as labor needed for preparing the documents for imaging, indexing the digitized images, and performing quality control steps to ensure the proper conversion of the record. G. "Duplicate Microfilm" whether positive or negative and regarless of base, emulsion or generation is any microfilm that has been produced by any means of exposure from another microfilm.H. "Electronic Content Management System (ECMS)" means a system designed to properly manage digitized images and other electronic records, so the Archives recommends an ECMS to capture, store, retrieve, display, and transmit records electronically. An ECMS uses a database to manage descriptive information about the images that aids in the retrieval of records contained in the ECMS repository. Although storage outside of an ECMS is allowed, the Archives does not recommend storing digitized records outside of an ECMS due to the greater chance of accidental deletion of these records and lack of an audit trail to ensure the records' authenticity. I. The "master image" is the one primarily governed by these guidelines, including file format, compression, imaging resolution, image pixel depth, and color mode. The master image will be the copy of record (unless the source paper or film copy is retained), and it will be the one of the highest quality. To ensure there is a satisfactory backup to all master images, master images must always be stored outside an imaging system, even if it is stored within the system as well. J. "Nonpermanent record" is any record that has been determined by the State Archivist to have a retention period with a destruction date. Retention periods are stated in records retention schedules approved by the Maine State Archives. K. "Original microfilm" is any microfilm, produced in camera or by digital means, that is to be considered a first generation production regardless of base or emulsion type. Any microfilm that has not been created by means of being copied from an existing roll of film.L. "Records" means all documentary material, regardless of media or characteristics, made or received and maintained by an agency in accordance with law or rule or in the transaction of its official business. The term shall not include extra copies of printed or processed material of which official or record copies have been retained, stocks of publications and processed documents intended for distribution or use, or material relating to personal matters that may have been kept in an office for convenience.M. A "thumbnail image" is a very small copy of an image that is created so that it can be displayed, usually in a tabular array, so that user scan choose the particular images they desire from a search return of images. Thumbnails are created in any format desired (often JPEG, GIF, or PNG) with ppi ranging from 72 to 100 ppi. These guidelines do not set technical specifications for access images nor require their production, except that such images must be in a universally accessible file format.