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(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, and ARMS internal procedures for state agencies, including recordkeeping and disposition, before implementing new micrographic systems or modifying existing systems, and consult with ARMS staff 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 Association for Information and Image Management (AIM) standards for archival quality; these standards are contained in Practice for Operational Procedures/Inspection and Quality Control of First-Generation, Silver Microfilm of Documents , approved as of January 14, 1991, 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 ARMS requirements 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.
History: Eff. 10/2/94, Register 131
Authority: AS 40.21.050
Editor's note: AIIM standards are found in Practice for Operational Procedures/Inspection and Quality Control of First-Generation, Silver Microfilm of Documents , ANSI/AIIM, MS 23-1983. Copies may be obtained by writing to ARMS, 141 Willoughby, Juneau, AK 99801, or AIIM (Association for Image and Information Management), 1100 Wayne Avenue, Suite 1100, Silver Spring, MD 20910-5699.
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Last modified 7/05/2006