Current through Register Vol. 51, No. 19, September 20, 2024
A.
Microfilm shall be of the type suitable for archival quality. Archival quality
or permanent film is defined as any film that is equal to or better than
silver-gelatin film, as specified in the "American National Standard for
Imaging Media (Film)-Silver-Gelatin Type-Specifications for Stability
(ANSI/NAPM IT9.1-1992)" and in the "American National Standard for
Photography-Determination of Regional Thiosulfate and Other Related Chemicals
in Processed Photographic Materials-Methods Using Iodine-Amylose, Methylene
Blue and Silver Sulfide (ANSI/NAPM IT9.17-1993)", which are incorporated by
reference. Diazo or vesicular film are not acceptable as archival quality
microfilm.
B. If an agency is
microfilming its own records, it shall be the responsibility of the head of
each agency or office to ensure that microfilm equipment is cleaned and
maintained according to manufacturer's specifications or accepted industry
practice, or both.
C. Microfilm
Processing Requirements.
(1) For the
production of archival quality or permanent film, microfilm shall be processed
as described in this section.
(2)
Permanent text records shall be microfilmed at a reduction ratio not greater
than 24X.
(3) Permanent graphic
records shall be microfilmed at a reduction ratio not greater than
36X.
(4) Each film roll shall
contain not less than 18 inches of film leader, and 18 inches of film
trailer.
(5) Microfilm Density.
(a) Optimum background densities of microfilm
images are dependent upon the quality of the documents filmed.
(b) For permanent records, density on
negative copies will be between 0.95 and 1.2.
(c) For nonpermanent records, the ultimate
density criterion is that the microfilm be legible for its intended use
(reading, copying, or production of hard copy), and that all images on a roll
can be printed, as much as is practicable, at the same printing
exposure.
(d) The following
classification indicates the maximum limits of density:
(i) Density not higher than 1.4 is required
for high quality printed books, periodicals, and dense typing;
(ii) Density not higher than 1.3 is required
for fine line originals, letters typed with a worn ribbon, pencil writing with
a soft lead, and documents with small printing;
(iii) Density not lower than 1.0 is required
for pencil drawings, faded printing, graph paper with pale fine colored lines,
and very small printing such as footnotes;
(iv) Density not lower than 0.8 is required
for very weak pencil manuscripts and drawings, and poorly printed, faint, or
faded documents; and
(v) Readings
beyond these densities are unacceptable.
(6) Resolution of the completed microfilm may
not be less than 100 lines per millimeter, as determined by inspection of a
resolution test chart photographed on each roll of film.
(7) Residual thiosulfate concentration shall
be less than 1 microgram per square centimeter as proved by subsequent testing
of the processed film. At regular intervals agencies shall send samples of
processed film to the Division's Microfilm Laboratory for methylene blue
testing. Samples are to be processed within 1 week before testing if accurate
results are to be obtained.
D. The following identification targets,
presented in the order in which they are to appear, shall be used on each roll
of microfilm:
(1) Resolution test target for
rotary camera applications derives from the "Standard for Information and Image
Management-Practice for Operational Procedures/Inspection and Quality Control
of First-Generation Silver Microfilm of Documents, Rotary Camera Test Chart
(ANSI/AIIM MS 23-1991)", which is incorporated by reference, or for planetary
camera applications "Photographic Microcopy Target (NBS 1010a)", which is
incorporated by reference;
(2) A
title target for each volume of records to be filmed shall include the agency
name and the record title and volume identification, both identifiable without
the use of a magnifier or viewer;
(3) A certification target signed by
authorized agency personnel;
(4)
Certificate of Camera Operator Target (RM-4); and
(5) The appropriate test chart.
E. During filming, if any document
is suspected of not having been filmed correctly, follow that image with a
correction target, followed by the document again.
F. After exposure, each roll of microfilm is
developed and inspected to insure completeness and legibility of every image. A
light box inspection alone is not acceptable.
G. Illegible or missing records shall be
microfilmed again as retakes, according to the following procedure:
(1) Allow 18 inches of blank leader at the
beginning of the retakes for each individual volume;
(2) Photograph a start of retake section
target;
(3) Microfilm the documents
that were illegible or missing in the same order in which they would have
appeared on the original roll if they had been available;
(4) Microfilm an end of retake section
target;
(5) Allow 18 inches of
blank trailer at the end of each section of retakes; and
(6) After processing, inspection, and
approval, splice retake images onto the beginning of the original roll of
microfilm that bears the illegible images or lacks the documents contained on
the retake roll.
H.
Precautions shall be taken in the handling and storage of original camera
microfilm. These precautions include, but are not limited to, the following:
(1) Always wear cotton gloves when handling
film to prevent fingerprints or dirt on the microfilm images;
(2) Never use tape, paper clips, rubber
bands, staples, etc., to splice or hold microfilm on rolls or any other
microform;
(3) Do not place
microfilm on reels that corrode or emit toxic elements that destroy microfilm;
and
(4) Do not store microfilm
within 4 inches of the floor because storage under improper conditions of
temperature and humidity drastically shortens the useful life of
microfilm;
(5) Recommended
standards for temperature and humidity for the storage of microfilm are as
follows:
(a) Short-term (under 10 years)
storage temperature may not exceed 75(F and relative humidity may not exceed 60
percent, and
(b) Permanent or
archival storage temperature may not exceed 70(F and relative humidity may not
exceed 40 percent.
I. Archival microfilm of records scheduled
for permanent retention shall be transferred periodically to the Archives. This
microfilm shall be the silver-gelatin master negative.
