Division of Library and Information Services
RULE NO.:RULE TITLE:
1B-26.0021Microfilm Standards
NOTICE OF CHANGE
Notice is hereby given that the following changes have been made to the proposed rule in accordance with subparagraph 120.54(3)(d)1., F.S., published in Vol. 44 No. 121, June 21, 2018 issue of the Florida Administrative Register.
1B-26.0021 Microfilm Standards.
(1) No change.
(2) Definitions. When used in this section, the following terms and definitions apply:
(a) through (d) No change.
(e) Silver original microfilm – Camera microfilm meeting the requirements of the following standards, hereby incorporated by reference and available to view at the Division of Library and Information Services located at 500 S. Bronough St., Tallahassee, FL 32399 available for purchase at webstore.ansi.org or www.iso.org/store.html:
1. ANSI/IT9.6-1991 – American National Standard for photography photographic films – specifications for safety film OR International Organization for Standardization (ISO), ISO 18906:2000, Imaging materials Photographic films Specifications for safety film.
2. ANSI/NAPM IT9.1-1992 – American National Standard for Imaging Media (Film) –Silver-Gelatin Type Specifications for Stability OR International Organization for Standardization (ISO), ISO 18901:2010 – Imaging materials – Processed silver-gelatin-type black-and-white films – Specifications for stability.
3. ANSI/IT9.10-1991 – American National Standard for Imaging Media –Determination of the Curl of Photographic Film OR International Organization for Standardization (ISO), ISO 18910:2000 – Imaging materials – Photographic film and paper –Determination of curl.
4. ANSI/NAPM IT9.7-1993 – American National Standard method for determining the brittleness of photographic films and papers OR International Organization for Standardization (ISO), ISO 18907:2013 – Imaging materials – Photographic films and papers –Wedge test for brittleness.
f) Duplicate microfilm – Second-generation negative or positive microfilm meeting the requirements standards referenced in paragraph (2)(e) above, or:
1. ANSI/IT9.5 -1992 – American National Standard for Imaging Media (Film) – Ammonia-Processed Diazo Films – Specifications for Stability OR International Organization for Standardization (ISO), ISO 18905:2002 – Imaging materials – Ammonia-processed diazo photographic film – Specifications for stability, hereby incorporated by reference and available to view at the Division of Library and Information Services for purchase at webstore.ansi.org or www.iso.org/store.html.
2. ANSI/IT9.12 -1991 – American National Standard for Photography Processed Vesicular Photographic Film Specifications for sStability OR International Organization for Standardization (ISO), ISO 18912:2002 – Imaging materials – Processed vesicular photographic film – Specifications for stability, hereby incorporated by reference and available to view at the Division of Library and Information Services for purchase at webstore.ansi.org or www.iso.org/store.html.
(3) Standards for microfilming permanent and long-term public records:
(a) No change.
(b) Roll microfilm identification and arrangement.
1. No change.
2. If the microfilm is to be used as legal evidence, appropriate certifications are required at the beginning and end of each roll and identification targets shall adhere to ANSI/AIIM MS19–1993 – American National Standard for Information and Image Management – Standard Recommended Practice – Identification of Microforms, hereby incorporated by reference and available to view at the Division of Library and Information Services for purchase at webstore.ansi.org.
(c) through (e) No change.
(f) Film processing – Film used for microphotographic copies of permanent records shall be processed so that the residual thiosulfate concentration will not exceed 0.14 micrograms per square centimeter. The test used for determining the concentration of residual thiosulfate on processed film shall be one of those specified in ANSI/NAPM IT9.17 – American National Standard for Photography– Determination of Residual Thiosulfate and Other Related Chemicals in Processed Photographic Materials – Methods Using Iodine-Amylose, Methylene Blue and Silver Sulfide OR International Organization for Standardization (ISO), ISO 18917:1999 – Photography – Determination of residual thiosulfate and other related chemicals in processed photographic materials – Methods using iodine-amylose, methylene blue and silver sulfide, hereby incorporated by reference and available to view at the Division of Library and Information Servcies for purchase at webstore.ansi.org or www.iso.org/store.html.
(g) No change.
(h) Standards for reels and containers – Tthe following standards are to be observed in packaging silver original microfilm copies of permanent and long- term records. The standards shall also be applied to silver duplicate microfilm to assure maximum protection against deterioration:
1. Microfilm stored in roll form shall be wound on cores or on reels of a type specified by ANSI/AIIM MS34-1990 – American National Standard for Information and Image Management – Dimensions for Reels Used for 16mm and 35mm Microfilm, hereby incorporated and available to view at the Division of Library and Information Services. The materials used for the cores and reels shall be non-corroding such as plastic compounds or non-ferrous metals. Steel reels shall be used only if the reels are well protected by lacquer, enamel, tinning, or other corrosion-resistant finish. Plastics and lacquer that might give off reactive fumes or exudations during storage shall not be used. If plastic materials are used, they shall be free of peroxides.
2. through 3. No change.
(i) Permanent and long-term storage standards – The following standards are applicable to the storage of microfilm copies of permanent and long-term records:
1. The microfilm is to be kept in a fire resistant vault or room. The storage area is not to be used as an office or working area. No flammable materials shall be stored in the storage area. For full protection against exposure to fire and associated hazards, fire resistive safes or insulated containers shall be placed within fire resistive vaults or rooms constructed in accordance with recommendations of the National Fire Protection Association standard NFPA 232-2017, hereby incorporated by reference and available to view at no cost at the Division of Library and information Services. A copy of the standard may be obtained by writing to NFPA, 1 Batterymarch Park, P. O. Box 9101, Quincy, MA 02269-9101.
2. The relative humidity and temperature of the storage vault or room shall be maintained at a constant level. Optimum levels are below 21 degrees Celsius (69.8 degrees Fahrenheit) for temperature and between 20% and 50% for humidity according to ANSI/NAPM IT9.11-1993 – American National Standard for Imaging Media – Processed Safety Photographic Films – Storage OR International Organization for Standardization (ISO), ISO 18911:2010 – Imaging materials – Processed safety photographic films – Storage practices, hereby incorporated by reference and available to view at the Division of Library and Information Services for purchase at webstore.ansi.org/ or www.iso.org/store.html. Rapid cycling and wide ranges of humidity or temperature shall be avoided and shall in no instance exceed plus or minus 5 percent humidity or plus or minus 5 degrees Fahrenheit temperature in a 24-hour period. Where inactivity of the film permits, protection may be increased by conditioning and sealing the film at a lower temperature. Moreover, a lower temperature can compensate for a higher humidity, but the maximum humidity shall not exceed 50%. Film stored at humidity levels below 20 percent and temperatures below 21 degrees Celsius (69.8 degrees Fahrenheit) shall be sufficiently warmed and reconditioned before using to avoid damage in handling.
3. through 4. No change.
(j) Microfilm inspection – A number of different representative samples of film shall be inspected at 2 year intervals. If deviation from recommended temperature and humidity has occurred, inspection shall be made at 1 year intervals. For each biennial inspection, a different lot sample shall be chosen, allowing some overlapping of inspection to note any changes in previously inspected samples. Inspection shall be in accordance with guidelines set forth in the National Bureau of Standards Handbook 96, Inspection of Processed Photographic Record Films for Aging Blemishes, 1964, hereby incorporated by reference. If such inspections indicate the presence of blemishes, such findings shall be documented, including at minimum the following information:
1. through 4. No change.
(4) Standards for filming medium-term public records.
(a) No change.
(b) Storage standards for medium-term microfilm – Temperature and humidity of medium-term storage areas shall be maintained in accordance with ANSI/NAPM IT9.11-1993 – American National Standard for Imaging Media – Processed Safety Photographic Films – Storage OR International Organization for Standardization (ISO), ISO 18911:2010 – Imaging materials – Processed safety photographic films – Storage practices, hereby incorporated by reference and available to view at the Division of Library and Information Services for purchase at webstore.ansi.org or www.iso.org/store.html. Walls and enclosures shall be so designed to prevent moisture from condensing on surfaces when exterior temperatures are below the dew point. Inspection and viewing of medium-term film may be done in the same area – separate work and storage areas need not be maintained, but good housekeeping practices shall be followed. Separate storage rooms shall be maintained for films that release acid fumes.
(c) Cost benefit analysis – Before records with a retention period of 10 years or less are committed to microfilm, the custodial agency shall prepare a cost benefit analysis to ensure that the project or system contemplated is cost-effective.
Rulemaking Authority 257.14, 257.36(6) FS. Law Implemented 257.36(1) FS. History–New 12-22-86, Amended 2-7-96, _____.
