950 CMR, § 39.07

Current through Register 1533, October 25, 2024

Section 39.07 - Inspection

Regular procedures for the periodic inspection of film shall be followed. These procedures are the responsibility of the custodian of the records, except that the State Records Center will have the responsibility for inspecting the film stored in its vault.

(1)Inspection Procedure. At approximately two-year intervals, a randomly selected sample of one hundred microforms (i.e., rolls, fiche, aperture cards, etc.) or one tenth of one percent of the collection, whichever is greater, shall be inspected. For any collection of less than 100 microforms of microfilm, the entire collection must be inspected. For each biennial inspection a different lot sample shall be chosen, allowing some overlapping to note any changes in previously inspected samples.

Sampling and inspection shall be as described in Recommended Practice for Inspection of Stored Silv er-Gelatin Microforms for Evidence of Deterioration, ANSI/AIIM MS 45.

The film shall be inspected for microbial growths, residual processing chemicals, excessive brittleness, film curl or discoloration, evidence of separation of the emulsion from the base ("blocking or fused film"), adhesion of the emulsion, base shrinkage and the presence of redox blemishes. A re-reading of resolution test targets and a remeasurement of the film density shall be made. Cans, boxes or reels used to store the film shall also be inspected for evidence of rust, corrosion and other deterioration.

Additional samples of any lot of film rated as in fair condition shall be inspected and the entire lot of any film rated as poor or bad shall be inspected.

(2)Inspection Reports. On the basis of inspections, reports shall be prepared and filed regularly with the Supervisor of Public Records. Reports shall include:

(a) quantity and identity of microfilm on hand;

(b) quantity and identity of microfilm inspected;

(c) condition of the microfilm;

(d) corrective action required if necessary.

In the case of film stored at the State Records Center, the State Records Center shall report to the agency having custody, the condition of any of its film that has been inspected.

(3)Deteriorating Film. If deterioration is found among the microfilm of permanent records, a more extensive inspection shall be undertaken to locate all deteriorating film. A silver duplicate shall be prepared to replace all deteriorating film. A silver duplicate shall be prepared to replace all film rated as poor or bad.

(4)Short-term Records. Inspection of the microfilm of records with a retention period of less than 15 years is recommended but not required.

950 CMR, § 39.07