Section 4.59.060. Microforms and microform systems.

	(a)  This section establishes the minimum requirements for the design, production, retention, and certification for microforms of state records.  
	(b)  A state agency shall  
		(1) establish internal procedures that comply with AS 40.21,  other state law, this chapter, internal procedures of the Alaska State Archives for state agencies, and internal procedures of the Records and Information Management Services for state agencies, including recordkeeping and disposition, before implementing new micrographic systems or modifying existing systems, and consult with staff of the Alaska State Archives and Records and Information Management Services when designing or modifying microform systems;  
		(2) identify any microforms created, used, received, or maintained in its office to ensure that these records appear on the agency records retention schedule, and update the agency records retention schedule to include the microform copy when converting paper records;  
		(3) ensure that microforms meet or exceed the micrographic standards set out in the American National Standards Institute and the Association for Information and Image Management, Standard Recommended Practice - Production, Inspection, and Quality Assurance of First-Generation, Silver Microforms of Documents, ANSI/AIIM MS23-2004 revised as of December 22, 2005 and adopted by reference in this paragraph;  
		(4) certify that microforms are authentic copies of original state records;  
		(5) index and label microforms according to requirements of the Alaska State Archives and Records and Information Management Services and the agency records retention schedule;  
		(6) develop and maintain procedural information about the microform system, including software and hardware documentation if computer assisted retrieval systems are used; and  
		(7) transfer microforms to the state records center or state archives, or dispose of microforms according to the agency records retention schedule.  

Authorities

40.21.050;40.21.060;40.21.120;40.21.130;40.21.140

Notes

Authority

AS 40.21.050 AS 40.21.060 AS 40.21.120 AS 40.21.130 AS 40.21.140 Editor's note: The Standard Recommended Practice - Production, Inspection, and Quality Assurance of First-Generation, Silver Microforms of Documents, ANSI/AIIM MS23-2004, adopted by reference in 4 AAC 59.060, may be viewed at the Alaska State Archives and Records and Information Management Services, 141 Willoughby Avenue, Juneau, AK 99811-0525. A copy of the document may be purchased by contacting the AIIM (Association for Image and Information Management), 1100 Wayne Avenue, Suite 1100, Silver Spring, MD 20910-5603; telephone: [phone]; e-mail: [e-mail]; Internet address: http://www.aiim.org.

History

Eff. 10/2/94, Register 131; am 8/28/2015, Register 215

References

4.59.060