Section 430-7-001 - Use of Micrographics for Short and Medium Retention Records001.01 Applicability 001.01A This section (430 NAC 7-001) applies to the use of micrographics by state and local agencies for the reproduction and/or preservation of records with retention periods of less than fifty years, as determined by the records retention and disposition schedules approved by the State Records Administrator.001.01B The term micrographics as used in this section (430 NAC 7-001) includes microfilm, microfiche and all other formats produced by any method of microphotography or other means of miniaturization, which are readable by use of proper magnification and illumination.001.02 Registration of Micrographics Projects The agency head shall register all micrographics projects with the State Records Administrator before they are begun. The registration must include, but not be limited to, the following information:
001.02A The agency name and address;001.02B The title of the records;001.02C The inclusive dates of the records;001.02D The volume of the records in cubic feet;001.02E The applicable records retention and disposition schedule item number;001.02F A description of the physical properties of the documents;001.02G The type of camera and micrographic process (e.g. silver, electrophotographic, photoplastic, etc.) to be used;001.02H A description of the filming procedures to be used;001.02I The type of camera films and duplicate films (e.g. silver, diazo, vesicular, etc.) to be used;001.02J The disposition of all films and documents after filming; and001.02K The signature of the agency head.001.03 Requirements001.03A The agency head shall set forth in writing the procedures governing the establishment of the micrographics system, including what agencies or service bureaus are responsible for operating and maintaining the system.001.03B The micrographics system must be complete and must be used consistently in the regularly conducted activity of the agency.001.03C The agency head shall establish procedures with appropriate documentation so the original document, if one does exist, can be followed through the micrographics system.001.03D The agency head shall establish internal procedures for inspection and quality assurance.001.03E The agency head is responsible for the effective identification, processing, storage, and preservation of the micrographic record, making it readily available for as long as the contents are required to be retained by the records retention and disposition schedules of the State Records Administrator.001.03F The agency head shall keep a record of where, when, by whom, and on what equipment the micrographic record was produced.001.03G When displayed on a micrographics reader or viewer or reproduced on paper, the material must exhibit a high degree of legibility and readability. Legibility is the quality of a letter or numeral that enables the observer to identify it positively and quickly to the exclusion of all other letters or numerals. Readability is the quality of a group of letters or numerals being recognizable as words or complete numbers.001.03H The agency head shall maintain a. detailed index of all microfilmed data arranged in a manner that permits the immediate location of any particular record.001.03I All microfilming and processing duplication, quality control, storage, identification and inspection must meet applicable industry standards as set forth by the American National Standards Institute, the Association of Information and Image Management, and this section (430 NAC 7-001).001.03J The agency head shall have a sample of the product of the micrographics system inspected and approved by the State Records Administrator before the system is placed in regular use. If the micrographics system is substantively modified in any manner, a new sample of the product of the system must be inspected and approved by the State Records Administrator before the modified system, is placed in regular use.001.04 Disposal of Original Documents The agency head may destroy original documents after microfilming, according to this section (430 NAC 7-001), if all of the following conditions are met:
001.04A The retention period of the record is less than fifty years;001.04B A duplicate copy of the micrographic record meeting all requirements of 430 NAC 7-001.03 is created;001.04C The micrographic record and the duplicate copy are properly stored on separate premises; and001.04D The destruction of the original records is not specifically prohibited by statute or by the records retention and disposition schedules approved by the State Records Administrator.430 Neb. Admin. Code, ch. 7, § 001