Current through Register Vol. 48, No. 38, September 20, 2024
a) Records proposed
for microfilming or electronic microimaging with a view to disposal of the
original records must be on a list or retention schedule approved by the
Commission.
b) In submitting lists
or schedules of records scheduled for permanent retention for which microfilm
copies are to be substituted, the head of each agency shall certify that
microfilm copies, made in accordance with standards of the Commission, will be
adequate substitutions for the original records.
c) Quality of the Film Used. The film stock
must be silver halide and the processing of the film shall comply with the
minimum standards of quality required by the Commission as set forth in Section
4500.60.
d) Preparation of the Records for Filming or
Electronic Microimaging
1) All documents in
the file shall be microfilmed, unless their size or physical form prevents
microfilming, in which case an explanation of their omission shall be
microfilmed at the appropriate point on the roll of film and be worded
substantially as follows:
"(Item Description) was omitted from this roll of film
because ____________________________________.
It may be located
_____________________________."
2) Any records not filmed shall be maintained
by the agency under terms specified on the approved Records Retention
Schedule.
e) Integrity
of the Original Records
1) The integrity of
the original records shall be preserved through a photographic or electronic
microimaging process so that the image on film, or exact duplicates of the
image, will be adequate substitutes for the original records in that they will
serve the purposes for which the records were created or maintained and that
the copies will contain all significant record detail needed for probable
future reference and will not permit additions, deletions or changes to the
reproductions of the original images.
2) Prior to microfilming, the original
documents shall be prepared, arranged, classified and indexed to readily permit
the subsequent location, examination and reproduction of the photographs. Any
significant characteristics of the records that would not reflect
photographically (e.g., that the record is indistinct or that certain figures
are of a color not suited to recording on microfilm) shall be indicated by
means of an explanatory target inserted to guide the user. Any notations on the
face or reverse side of any document shall be photographed and identified as
forming an integral part of the original document. A significant characteristic
is any part of the record necessary for its interpretation, including all
words, numbers and illustrations.
A) Each
film roll, camera negative, or sheet (including 105 mm continuous fiche film
rolls, but not COM) shall be identified by or contain the following targets:
i) A technical target for measuring
resolution.
ii) A film density
target (81/2 x 11 inch bond paper).
iii) A roll number START target in characters
that can be read without magnification.
iv) A TITLE target giving name of the office
having custody of the records, a brief title of the record series, dates, file
arrangement, and the number of the schedule approved by the Commission
authorizing the project.
v) Listed
between the START file and END file targets must be explanatory targets for
omission, deletion, misfiles, retakes, or any example given in subsection
(e)(2).
B) At the end of
each roll/sheet of film, after the document images, shall be targets as follow:
i) An END target containing the number of the
list or schedule approved by the Commission authorizing the project.
ii) Roll number.
iii) Brief title of the record
series.
iv) Beginning and ending
file designations.
v) A
Camera/Electronic Microimaging Operator's Certificate as follows:
"I hereby certify that I have on this ____ day of _______,
20___, photographed or electronically microimaged the documents appearing on
this roll of film, that they are true copies of the documents found in the
record file described above, and that the integrity of the above described
record file has been maintained on this film by microfilming or electronically
microimaging each document in the exact order in which it was found in the
file. Reproductions designed to serve as permanent records comply with the
regulations and standards of the Local Records Commission of Cook
County."
vi) Signature of
camera operator.
vii) A film
density target (81/2 x 11 inch bond paper).
viii) A technical target for measuring
resolution.
f) Security microfilm shall have no breaks,
cuts or splices in the body of the film, which shall be the area following the
START target and preceding the Camera/Electronic Microimaging Operator's
Certificate. However, a retake of a length of film may be spliced ahead of the
START target or after the Camera/Electronic Microimaging Operator's
Certificate, providing that the retake be given its own START target and
Camera/Electronic Microimaging Operator's Certificate. This shall be done in
such a manner as not to overload a reel or cartridge. Exceptions to this
requirement are:
1) If the trailing end of a
reel shall be fogged or unreadable, the camera or electronic microimaging
operator shall rephotograph the original documents or obtain the corresponding
electronically microimaged documents from a point 12 images in advance of the
last readable image prior to the fogged or unreadable area. The retake will
include a Camera/Electronic Microimaging Operator's Certificate and will be
spliced to the trailing end of the fogged or unreadable portion of the
film.
2) When a court-ordered
expungement of specific records is issued and deletions are made from the roll
of film, the court expungement order and a Certificate of Deletion, illustrated
below, must be photographed or electronically microimaged and the images
spliced to the beginning of the film.
CERTIFICATE OF DELETION
This is to certify that deletion of microfilm images on this
roll of microfilm occurred due to Court Order #_______________, dated
___________________, signed by Judge_________________ ___________________. No
other images other than those listed in this order were deleted.
_______________________________
Signature of Officer
g) The camera or microimaging system used to
microfilm the records shall be one that accurately reproduces the content of
the original records with sufficient photographic contrast and resolution to be
readable through three generations of reproduction.
h) Each roll of original film or camera
negative must be inspected after processing and before duplicate copies are
made. The inspection must be conducted in such a manner as to reveal defects
such as improper density, poor resolution, blurred or obscured images, improper
document sequence, or improper identification targets. If a defect prohibits a
clear, legible, hard copy print from the files, the original records must be
rephotographed. The following methods are suitable means of inspection:
1) Random sampling of the film, including
samples from the beginning, middle, and end of the roll or microform. (It is
suggested that this be done on all film as a minimum quality
control.)
2) Visually inspecting
the film by passing each image through a reader and checking for overlapping,
double or folded images, or other types of problems that would impair
retrieving any information on the microimages.
3) Performing all of the requirements of
subsection (h)(2) plus counting the number of microimages on the film and
comparing that against the number of documents that were to be microfilmed. (If
the numbers coincide, the conclusion is made that every document has been
microfilmed.)
4) Individually
comparing each document with each microimage that was actually created. (This
visual verification provides the highest assurance that every document has been
properly filmed.)
i) If
more than 1% of the original images needs to be refilmed (approximately 30
images per roll), the entire roll must be refilmed.
j) Updateable Microfiche Systems. An agency
considering using an updateable microfiche system should first contact the
Commission to review the proposed application. This application will be
approved if the updateable microfiche meets the following specifications:
1) Each microfiche must have the specified
targets at the beginning and end of each fiche as required by subsections
(e)(2)(A) and (B).
2) Each time a
microfiche is updated, either a Camera Operator's Certificate must be inserted
at the end of the added documents or an annotated reference to the original
Camera Operator's Certificate must appear on each added image.
3) Only records bearing retention periods of
10 years or less may be placed on updateable microforms.
4) If a court-ordered expungement is
necessary, a Certificate of Deletion must appear at the place of the deleted
image.
k) Prior to the
destruction of records microfilmed under the authority of approved records
schedules, the agency shall file a Local Records Disposal Certificate with the
Commission that lists all records that are to be destroyed and certifies
compliance with this Section.
l)
Each film carton shall be identified by a label or exterior marking indicating:
1) Roll number.
2) Name of office.
3) Title of the record series.
4) Names of the file units at the start of
the roll, at space targets, and at the end of the roll.
5) The number of the application authorizing
the microfilming of the record/record series.
m) Inspection. Security or master films of
permanent record microforms, and records microfilmed to dispose of the original
record, shall be inspected every 2 years during their scheduled life. The
inspection shall be made using a 1% randomly selected sample in the following
categories: 70% - microforms not previously tested; 20% - microforms tested in
the last inspection; and 10% - control group. The control group shall represent
samples of microforms from the oldest microforms filmed through the most
current.
