Section 6.34 - Documentation and Recordkeeping(a) Microfilm production, including testing, and inspection. (1) Records administrators must require documentation to be maintained that identifies titles of records filmed, quality control tests conducted, the results of quality control tests, dates records filmed, disposition of records after filming, dates film processed, disposition of film, reduction ratio used, records series contained on each microfilm, and equipment on which each microfilm was filmed and processed. The documentation must be retained until final disposition of all microfilm documented in the log or equivalent.(2) If filming or processing is done by a service bureau, the agency must obtain a statement of the results of density, resolution, methylene blue, and visual inspection tests from the service bureau attesting to the accurate reproduction of records filmed.(b) Microfilm storage inspections. (1) The following information must be recorded for each inspection of stored microfilm. (A) the quantity and identification of microfilm inspected;(B) the condition of the microfilm, including description of any deterioration;(C) any corrective action required;(D) the date(s) of inspection and signed certification of inspector; and(E) the date any corrective action was completed.(2) The inspection log of stored microfilm must be maintained by year and within each year numerically according to microfilm identifier or number.(c) Microfilm program procedures, training, and reviews.(1) Written procedures must be prepared for the microfilm program and periodically updated to reflect current practice and at a minimum must include a description of: (A) purpose of microfilm program;(B) microfilm production including tests and inspections;(C) storage of microfilm;(D) inspection of stored microfilm;(E) destruction of microfilmed records including expungement of information on microfilm; and(F) documentation maintained.(2) Staff training on microfilm procedures must be documented.(3) The microfilm program must be reviewed yearly by the records administrator for compliance with the Government Code, Chapter 441, and these sections.13 Tex. Admin. Code § 6.34
The provisions of this §6.34 adopted to be effective June 12, 1996, 21 TexReg 4989.