N.J. Admin. Code § 15:3-6.4

Current through Register Vol. 56, No. 21, November 4, 2024

Section 15:3-6.4 - Storage of microforms and other processed film

(a)P.L. 1994, c.140, § 4 (47:3-26 as amended) et al. mandates that the Division, with the approval of the State Records Committee, as established under P.L. 1953, c.410, § 6 (47:3-20) , shall formulate standards, procedures and rules for storage of microforms and other processed film, including "photographing, microphotographing, microfilming, data processing and image processing of public records and for the preservation, examination and use of such records."

(b) Referenced standards. This section is intended for use in conjunction with the following referenced national and international standards as amended and supplemented, incorporated herein by reference. The standards cited in this subsection are available from the American National Standards Institute (ANSI) or other standards-setting organizations as cited in 15:3-6.2. They are also available for inspection at the Division of Archives and Records Management, 2300 Stuyvesant Avenue, Trenton, New Jersey per the provisions of 15:3-4.7(f).

1. ANSI IT9.1-1992. Imaging Media (Film)--Silver-Gelatin Type--Specifications for Stability. (Revision and consolidation of ANSI PH1.28-1984, ANSI PH1.41-1984, and ANSI PH1.66-1985 and revision of ANSI IT9.1-1990);

2. ANSI IT9.2-1991. Imaging Media--Photographic Processed Films, Plates, and Papers--Filing Enclosures and Storage Canisters. (Replaced ANSI PH1.53-1986);

3. ANSI IT9.6-1991. Photographic Film--Specifications for Safety Film. (Revision of ANSI PH1.25-1984);

4. ANSI IT9.9-1990. Imaging Media--Stability of Color Photographic Images--Methods for Measuring;

5. ANSI IT9.11-1991. Imaging Media--Processed Safety Photographic Film--Storage. (Revision of ANSI PH1.43-1985);

6. ANSI IT9.16-1993. Imaging Media--Photographic Activity Test;

7. ANSI PH1.45-1981. Practice of Storage of Processed Photographic Plates. (Revised 1989);

8. ANSI PH1.48-1982. Photography (Film and Slides)--Black and White Photographic Paper Prints--Practice for Storage. (Revised 1987);

9. ANSI PH1.53-78. Processed Photographic Films, Plates and Papers, Photographic Filing Enclosures for Storing, Requirements for. (Revised 04 Apr. 1983);

10. ANSI PH4.8-1985. Photography (Chemicals)--Residual Thiosulfate and Other Chemicals in Films, Plates, and Papers--Determination and Measurement;

11. ANSI/AIIM MS45-1990. Recommended Practice for Inspection of Stored Silver-Gelatin Microforms for Evidence of Deterioration;

12. ANSI/NFPA 40-1997. Storage and Handling of Cellulose Nitrate Motion Picture Film. (Revision of ANSI/NFPA 40-1988);

13. ANSI/NFPA 90A-1985. Installation of Air Conditioning and Ventilating Systems;

14. ANSI/NFPA 232-1986. Protection of Records;

15. ANSI/NFPA 232AM-1986. Fire Protection for Archives and Records Centers;

16. ANSI/UL 72-1983. Tests for Fire Resistance of Record Protection Equipment;

17. ASTM D3290-94. Bond and Ledger Paper for Permanent Records;

18. IES CS-1. Standard for HEPA Filters;

19. ISO 5466. Storage of Black and White Microfilm;

20. ISO 10214. Photographic Enclosures; and

21. NISO Z39.62-1993. Eye-Legible Information on Microfilm Leaders and Trailers and on Containers of Processed Microfilm on Open Reels.

(c) All public records on microforms or other processed films shall be stored and maintained in compliance with all appropriate standards, rules, and guidelines for storage of microforms and other film promulgated in this section or incorporated herein by reference, as amended and supplemented, including:

1. All microforms used for storage and maintenance of public records shall conform to all applicable standards, rules, and guidelines promulgated by the Division and the State Records Committee, including Microfilm Standards, N.J.A.C. 15:3-3.

i. Per 15:3-3.1 2(a), silver halide film, as defined in 15:3-3.3, is the only film considered suitable for producing microfilm of archival quality for public records with medium-term or permanent or long-term retention schedules.

(1) Silver halide film shall be used when producing copies of the original master negative intended for archival storage.

(2) Silver halide film shall be used for duplicate backup or security copies.

ii. Per 15:3-3.1 2(b), diazo duplication film, as defined in 15:3-3.3, while appropriate for low-cost reference copies of public records, is not considered archival in quality.

(1) Diazo film shall not be used to produce master-negative copies of originals.

(2) Unexposed diazo film has a very short shelf life unless refrigerated.

iii. Per 15:3-3.1 2(c), vesicular duplication film, as defined in 15:3-3.3, is not archival in quality and shall not be used to produce master-negative film.

(1) Vesicular film shall be only used for short term storage applications.

(2) When not fully exposed, vesicular film may develop blemishes which may cause some information to be illegible.

(3) Vesicular duplication film may also be considered suitable for distribution or working copies when archival quality is not a factor.

iv. Updatable microfiche systems (in 1998, an unsupported technology) shall not be used for public records, unless under special conditions per 15:3-3.1 0.

v. In accordance with N.J.A.C. 15:3-3.9, when a microfilm is cut to be used in jackets or aperture cards or to produce microfiche, the original roll may be used, provided an uncut duplicate uncut roll of silver halide is created and maintained in a suitable storage environment.

2. The following apply to film enclosures:

i. Concerning film in roll form:

(1) The following apply to medium-term storage enclosures:

(A) Processed photographic films rolled on cores or reels and stored in rolled form, including microfilm, motion picture film, aerial film, and some portrait films, shall be wound tightly, but not under extreme pressure. Cores and reels shall be of noncorroding material such as plastic compounds or nonferrous metals.

(B) Rolls of photographic film shall be stored in containers to provide protection against dirt and physical damage per ANSI IT9.11-1991, ISO 5466, and ISO 10214 as amended and supplemented, incorporated herein by reference. Film shall be in a clean condition before it is stored for maximum life expectancy. Rolls of film less than 150 meters in length shall be stored so the diameter of the roll is in a vertical position. Rolls greater than 150 meters in length shall be stored so the diameter of the film is in an horizontal position. Any film which gives off acidic fumes, including nitrate or some vesicular films, shall not be stored with silver, diazo, or dye-gelatin film and shall be stored in a location physically separated from other photographic film.

(C) Enclosures for microfilm and other rolled film shall be labeled to properly identify the contents of the enclosures and facilitate the storage and retrieval of the same per NISO Z39.62-1993 as amended and supplemented, incorporated herein by reference. Reference:

(I) ANSI IT9.11-1991. Photography (Film)--Processed Safety Film--Storage;

(II) ANSI PH153-1984. Photography (Processing)--Processed Films, Plates, and Papers--Filing Enclosures and Canisters for Storage;

(III) NISO Z39.62-1993. Eye-Legible Information on Microfilm Leaders and Trailers and on Containers of Processed Microfilm on Open Reels;

(IV) ISO 5466. Storage of Black and White Microfilm;

(V) ISO 10214. Photographic Enclosures; and

(VI) ANSI/NFPA 40-1997. Storage and Handling of Cellulose Nitrate Motion Picture Film.

(2) For archival storage of photographic films stored in rolled form, the same requirements as those for medium-term storage enclosures shall be observed. In addition, the following requirements shall be met for archival storage of such films:

(A) Plastic materials used for reels or cores should not contain peroxides. Only noncorrosive plastic or paper bands shall be used for holding film on reels or cores. If paper bands are used, the paper shall meet minimum requirements established by ANSI IT9.2-1991 and ASTM D3290-94 as amended and supplemented, incorporated herein by reference. Reference:

(I) ANSI IT9.2-1991. Imaging Media--Photographic Processed Films, Plates, and Papers--Filing Enclosures and Storage Canisters; and

(II) ASTM D3290-94. Bond and Ledger Paper for Permanent Records.

(B) A schedule for periodic inspection for evidence of deterioration of rolled films, plates and prints in archival storage facilities shall be established and conducted including such procedures as established by ANSI/AIIM MS45-1990, ANSI PH4.8-1985, ANSI IT9.9-1990, each as amended and supplemented, incorporated herein by reference. Reference:

(I) ANSI/AIIM MS45-1990. Recommended Practice for Inspection of Stored Silver-Gelatin Microforms for Evidence of Deterioration;

(II) ANSI PH4.8-1985. Photography (Chemicals)--Residual Thiosulfate and Other Chemicals in Films, Plates, and Papers--Determination and Measurement; and

(III) ANSI IT9.9-1990. Imaging Media--Stability of Color Photographic Images--Methods for Measuring.

ii. Concerning film in sheet or slide form:

(1) The following apply to medium-term storage enclosures:

(A) Photographic film in sheet form shall be stored in suitable enclosures, which will maximize the life expectancy of the film. Stored films in sheet form shall not be stacked so that they are under high pressure. Photographic slides should be stored in cardboard, nonferrous metal or plastic boxes. Color, diazo, and heat-processed film shall be stored in opaque folders or envelopes or otherwise protected from exposure to light.

(B) Paper or plastic material used for envelopes, sleeves, jackets, folders, or cartons for the storage of such films shall meet, as a minimum requirement, the specifications of ANSI PH1.53-78, as amended and supplemented, incorporated herein by reference, especially if such materials are in direct contact with the surface of the films. Suitable materials for plastic enclosures include uncoated polyester (polyethylene terephthalate) and cellulose acetate. Glassine envelopes and chlorinated, nitrated or highly plasticized sheeting shall not be used. Reference: ANSI PH1.53-78. Requirements for Processed Photographic Films, Plates and Papers, Photographic Filing Enclosures for Storing. (Revised 04 Apr. 1983).

(C) Adhesives used in joints and seams of such enclosures shall meet the requirements of ANSI PH1.53-1984, as amended and supplemented, incorporated herein by reference. Reference: ANSI PH1.53-78. Requirements for Processed Photographic Films, Plates and Papers, Photographic Filing Enclosures for Storing. (Revised 04 Apr. 1983)

(2) For archival storage of photographic films stored in the form of sheets and slides, the same requirements as those for medium-term storage enclosures shall be observed. In addition, the following requirements shall be met for archival storage of such films:

(A) Enclosure construction shall preclude the use of adhesives if possible. Pressure sensitive permanently tacky adhesives and those based on natural rubbers shall not be used. Photographic quality gelatin or polyvinyl acetate and cellulose acetate adhesives suitable for use with paper may be used when necessary.

(B) Films of different generic types which may have interactions with each other--for example silver gelatin and diazo films--shall not be interfiled or stored in physical contact with each other.

(C) A schedule for periodic inspection for evidence of deterioration of photographic films in sheets or slide form in archival storage facilities shall be established and conducted including such procedures as established by ANSI/AIIM MS45-1990, ANSI PH4.8-1985, and ANSI IT9.9-1990 each as amended and supplemented, incorporated herein by reference. Reference:

(I) ANSI/AIIM MS45-1990. Recommended Practice for Inspection of Stored Silver-Gelatin Microforms for Evidence of Deterioration;

(II) ANSI PH4.8-1985. Photography (Chemicals)--Residual Thiosulfate and Other Chemicals in Films, Plates, and Papers--Determination and Measurement; and

(III) ANSI IT9.9-1990. Imaging Media--Stability of Color Photographic Images--Methods for Measuring.

3. The following apply to storage housings:

i. Photographic films shall be stored in closed storage housings such as drawers or cabinets, or if open shelves and racks may be used if the film is in closed containers.

ii. Storage housings shall be constructed from noncombustible and noncorrosive materials such as anodized aluminum, stainless steel, or steel with baked-on nonplasticized synthetic resin lacquer. Storage housings shall not be constructed of combustible material such as wood, pressboard, particle board or materials which produce active fading agents.

4. The following apply to environmental conditions:

i. Concerning humidity and temperature limits:

(1) Temperature and relative humidity within a medium-term record storage facility for microforms or other processed film shall be maintained within the suitable range for the type of film being stored in medium-term storage in accordance with N.J.A.C. 15:3-2.15(a)4 and 3.12(a)5, as promulgated by the Division and approved by the State Records Committee, as recommended in ANSI IT9.11-1991 and ISO 5466, as amended and supplemented respectively, incorporated herein by reference. Reference: ANSI IT9.11-1991. Imaging Media--Processed Safety Photographic Film--Storage. (Revision of ANSI PH1.43-1985); and ISO 5466. Storage of Black and White Microfilm.

(A) For medium-term storage of silver-gelatin film, the maximum temperature for extended periods shall not exceed 21.1 degrees Celsius (70 degrees Fahrenheit). In addition, a stable temperature of not more than 20 degrees Celsius (68 degrees Fahrenheit) is preferred. Temperatures below 20 degrees Celsius (68 degrees Fahrenheit) will provide increased protection and preservation of silver-gelatin film.

(B) Relative humidity (RH) in a medium-term storage environment for silver-gelatin films shall not exceed 40 percent and shall not be lower than 30 percent. Recommended relative humidity for acetate-base film is 35 percent. Recommended relative humidity for polyester-base film is 30 percent.

(C) Rapid and wide-range cycling of humidity or temperature must be avoided and in no instance exceed plus or minus five percent in a 24-hour period.

(D) For medium-term storage of color film, a storage environment shall not exceed 10 degrees Celsius (50 degrees Fahrenheit). A constant temperature (plus or minus two degrees Fahrenheit) and a relative humidity of 32 to 38 percent shall be maintained. Protection and preservation of color film may be increased by storage at lower temperatures and relative humidity. Reference: ANSI IT9.11-1991. Imaging Media--Processed Safety Photographic Films--Storage. Chapter 7.1 Humidity and Temperature.

(2) Per 15:3-2.15 (a)4 and 3.12(a)5, the original roll of microfilm must be maintained in archival storage.

(A) Temperature and relative humidity within an archival storage facility for microforms or other processed film shall be maintained within the suitable range for the type of film being stored in archival storage in accordance with N.J.A.C. 15:3-2.15(a)4 and 3.12(a)5, as promulgated by the Division and approved by the State Records Committee, as recommended in ANSI IT9.11-1991, as amended and supplemented, incorporated herein by reference. Reference: ANSI IT9.11-1991. Imaging Media--Processed Safety Photographic Film--Storage. (Revision of ANSI PH1.43-1985).

(B) For archival storage of silver-gelatin film on a polyester base, maximum temperature shall not exceed 10 degrees Celsius (50 degrees Fahrenheit) and 50 percent relative humidity. A constant temperature (plus or minus two degrees) shall be maintained. Added protection may be obtained by long-term storage at lower temperatures. A constant temperature at 1.7 degrees Celsius (35 degrees Fahrenheit) and 20 to 30 percent relative humidity is preferable.

(C) For archival storage of color film on a polyester base, a storage environment shall not exceed 4.5 degrees Celsius (40 degrees Fahrenheit). A constant temperature (plus or minus two degrees Fahrenheit) and a relative humidity of 32 to 38 percent shall be maintained. Protection may be increased by storing color film at low temperature and low humidity.

(D) For archival storage of motion picture film, a storage environment, which shall not exceed 4.5 degrees Celsius (40 degrees Fahrenheit) temperature, with a fluctuation of temperature of no more than plus or minus two degrees, and relative humidity of 30 percent, with fluctuations of no more than plus or minus three percent. For cold storage of color motion picture film, a storage environment which shall not exceed minus 3.9 degrees Celsius (25 degrees Fahrenheit) temperature, with fluctuations in temperature of no more than plusor minus two degrees Fahrenheit, and a relative humidity of 30 percent, with fluctuations of no more than plus or minus three percent. Reference: ANSI IT9.11 (1993). Imaging Media--Processed Safety Photographic Films--Storage Chapter 7.1 Humidity and Temperature.

ii. A properly controlled air conditioning system may be necessary to maintain humidity and temperature within a storage facility within the limits specified within this rule, particularly for archival storage where the requirements are more stringent.

(1) Solid particles which may abrade film or react with an image shall be removed from the air supplied to housings or rooms used for storage of microforms or other processed film. The air delivery system for archival storage facilities shall be equipped with a HEPA filter capable of removing dust and other pollutant particles as defined by IES CS-1 as amended and supplemented, incorporated herein by reference. Reference: IES CS-1. Standard for HEPA Filters.

(2) Gaseous impurities such as sulfur dioxide, hydrogen sulfide, peroxides, ammonia, acidic fumes, ozone, and nitrogen oxides, which cause deterioration of film bases or degradation of the image in some films, shall be removed from the air by suitable washers or absorbers. Preferably, an archival storage facility for films should be located as far as possible from urban or industrial sources of contaminants.

(3) Gases given off by decomposing nitrate film will damage or destroy images on safety film. Safety film shall not be stored in the same room with nitrate film, or in rooms connected by ventilating ducts.

N.J. Admin. Code § 15:3-6.4

Amended by 49 N.J.R. 770(c), effective 4/17/2017