Current through Register Vol. 63, No. 9, September 1, 2024
The use of hybrid systems (system that combines a
micrographic/microfilm analog system with an electronic, digital technology)
may be used provided the following conditions have been met:
(1) Electronic Imaging to Microfilm-for
records with a retention period of 100 years or greater
(a) The microfilm copy produced is a silver
halide microfilm that meets all of the requirements for microfilm outlined in
OAR 166 Division 25.
(b) Each roll
of film produced from an electronic imaging system carries the required targets
for both electronic imaging systems (166-017-0031) and for microfilm
(166-025).
(c) Each roll of film
that will be deposited into the Security Copy Depository shall be polysulfide
treated according to OAR 166-025.
(d) Documents shall be scanned using a
resolution of not less than 200 dpi and can be transferred to either 16mm or
35mm rolls of microfilm. However, documents containing fonts smaller than
six-point, architectural and engineering drawings, maps, and line art shall be
scanned at a minimum density of 300 dpi. In addition, documents containing
fonts smaller than six-point, architectural and engineering drawings, maps, and
line art shall be recorded on 35 mm roll silver halide film only.
(e) One-hundred percent of the scanned images
shall be verified for completeness and accuracy prior to the destruction of the
original record. The verification of images shall include the inspection of
images on the microfilm.
(2) For records with a retention period of
less than 100 years, documents shall be scanned using a resolution of not less
than 200 dpi; documents containing fonts smaller than six-point, architectural
and engineering drawings, maps, and line art shall be scanned at a minimum
density of 300 dpi, and one-hundred percent of the scanned images shall be
verified for completeness and accuracy prior to the destruction of the original
record.
(3) Microfilm to Electronic
Imaging
(a) A duplicate of the microfilm shall
be made prior to scanning the microform.
(b) One-hundred percent of the scanned images
shall be verified for completeness and accuracy.
(c) Microfilm with a retention period of less
than 100 years may be destroyed once one-hundred percent of the scanned images
are verified for completeness and accuracy.
(d) Microfilm with a retention period of
greater than 100 years may not be destroyed unless written permission has been
obtained from the State Archivist.
(4) Targeting and certification shall be
completed according to the requirements of 166-025-0022.
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS
192.005 -
192.170 &
357.805 -
357.895
