AGENCY MICROGRAPHICS PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP10T01930R000100060007-6
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 21
• Document Creation Date: December 22, 2016
• Document Release Date: October 22, 2012
• Sequence Number: 7
• Publication Date: October 22, 1981
• Content Type: MEMO

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AT
ST
STAT
11'
STAT
ROUTING AND RECORD SHEET
SUBJECT: (Optional)
Agency Micrographics Program
FROM:
EXTENSION
ST
NO. OIS 81-1091/1
Director of Infor
mation Servic
s
e
1206 Ames
ST
DATE 25 November 1981
TO: (Officer designation, room number, and
DATE
building)
OFFICER'S
COMMENTS (Number each comment to show from whom
RECEIVED
FORWARDED
INITIALS
to whom. Draw a line across column after each comment.)
1.
C/RMD
Edgar :
2.
Please review the attache STAT
memo which I received from Jim
McDonald and ask
3.
to also review
it. If the memo is accurate, it
sounds-like we have some major
4.
shortcomings in the program. In
any event, I would like to hear
our views
as well as andST
y
,
5.
and your recommendations ST
for what we can do to straighten
it out
I
uess I'm
littl
.
g
a
e
6.
puzzled trying to understand
just what we are doing, if any-
thin
in micr
hi
g,
ograp
cs.
7.
After you have looked this
over
lease co
t
t Y
d
, p
n
ac
vonne an
8.
get on my calendar to discuss
what our response should be.
This doesn't
e
i
r
qu
re a response
9.
and I am not sure we will want
to make one, but we certainly
ed t
i
i
h
p
o rev
ew our m
crograp
ics
10.
grogram. I would like to do that
with you and 0 and I ST
i
w
ll ask to join us. You ST
may want to include
also.
12.
13.
14.
Att: a/s
15.
FORM 61 0 USE PREVIOUS
1_79 EDITIONS
AT
AT
AT
AT
AT
AT
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 TRANSMITTAL SLIP
DATE
TO: T
S
ROOM NO.
BUILDING
REMARKS:
FROM:
ROOM NO.
BUILDING
EXTENSION
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CIA-RDPl OT0193OR000100060007-6 BE USED.
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TRANSMITTAL SLIP
DATE 11-20-81
TO:
S
ROOM NO.
BUILDING
REMARKS:
Forwarded per your telecon
with Mr. McDonald.
ST
0
11-20-81
FROM:
ROOM NO.
BUILDING
EXTENSION
TAT
AT
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dam/ X09/ I
MEMORANDUM FOR:. Chief, Printing and Photography Division, OL
STAT
STAT
3. Basically the program breaks down into the following-cate-
gories:
past year and a half..
Chief, Plans, Programs and Systems Staff
Printing and Photography Division/ OL
Agency Micrographics Program
,1. Per your request, this memorandum contains a brief outline
of the Agency Micrographics Program. Attached to the memorandum
are excerpts from the existing Federal Property Management Regula-
tions (FPMRs) and Agency Regulations.
2. The Office of Information Sci nce (OIS) currently has one
GS-13 project officer to__administer the micrographics program, s
defined in. the F PMR. No new nitiatives'-' have been started _in=th-ems
source document projects.
a. Review and approve new projects. (Printing and Photography
(P&,PD) handles all new Computer Output Microfilm (COMI)
projects. OIS, along with P{PD or other production ele-
ments, handle new source document projects. Deputy Direc-
tor Operations (DDO) handles all their internal COM and
b. Audit the program\_(T_his-isn't cu~rrently~beg~ic~
c. Develop and maintain an inventory of applications and
equipment'"(OJS has an outdated equipment in ext-oTy.
PFPD has an inventory of their applications.)
d. Review and approve acquisition of micrographics equipment.
(Currently being done by OIS.)
e. Issue internal regulations and procedures for the program.
(.done in the last two years.
f. Inspection of permanent microform. Isn't currently Ineirg-j
d
n
o
e.)
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g. Provide systems analysis and cost e?f-e-ct-ive analysis
of proposal micrographics systems. (Not-currently being
[done_ .j
h. rovide training on micrographics systems/applications.
\-(Q-15S conducts once a ear-t-r-aning
i. Interaction with other members of the Intelligence Com-
munity. will be.asked to chair the Intelli- STAT
gence Information Handling Committee (IHC) Micrographics
Working Group.) (Nothing is currently being done.)
4. It is interesting to note in excerpts for the current
Headquarters Re ulations (attached) that gives OTS more CTOT
authority-t=h,an hick-is thei own regulatio STAT
5. -If-P-&7PD-were given the program w th`the appropriate-re-g_u-
la-tion_authorities for application and equipment review and approva-i
authority,-some-inital consolidation -efforts could-be achi vet
6. If you have any questions on the program or on what is
currently being done, please see me.
STAT
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Federal Property Management Regulation (FPMR) l01 --11.5 MMMicrograhics
Agency Program Responsibilities
a. Assign responsibility,for review and approval of all micro-
graphics systems to a specific office or official.
b. Issue internal regulations and procedures for approval and
disapproval of applications.
c. Issue procedures for evaluating the continued efficiency
and effectiveness of micrographics systems and applications.
d. Review/audit ongoing micrographics systems.
e. Develop and maintain an inventory of applications and equip-
ment.
f. Disseminate all NARS Publications containing micrographics
information.
Conduct a systems analysis including a cost/benefit analy-
sis prior to the decision to establish a micrographics
system.
h. Review and approval by the program manager of all micro-
graphics equipment acquisition.
Inspection - Master films of permanent record microforms
and records microfilmed to dispose of the original record
shall be inspected every two years of their scheduled life.
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STAT
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MEMORANDUM FOR: Director of Information Services
VIA: Chief, Records Management Division
FROM:
Chief, Non-Textual Records Section
Information Technology Branch
SUBJECT
Agency Micrographics Program
1. Per your request the following is in response to a memorandum
prepared b of the Printing and Photography Division (P&PD)
of the Office of Logistics.
2.I memorandum contained several inaccurate statements and
commented on other aspects of the Micrographics program on which he did
not have completed information. Portions of the memorandum are extracted,
and comments provided.
a. "The Office of Information Science (OIS) currently has one
GS-13 project officer to administer the micrographics program, as
defined in the FPMR. No new initiatives have been started in the
past year and a half."
(1) Since January 1981, OIS has had a GS-11 micrographics
officer assigned to the Micrographics program.
(2) During the last year and a half, several new
initiatives have been started. These number 12 approved
micrographic projects. The approval forms for these
projects were provided to for review.
(3) A major micrographics conversion project was
terminated during the last year. This was the Domestic
Collection Division (DCD) file room conversion. This collection
consisted of more than 1,000 linear feet of material
that was approved for conversion to microfiche. PF,PD
could only photograph 2 boxes per week of this material.
The growth rate of this. collection was over 100 feet
a year and the filming rate established by P&PD did not
keep up with this growth rate. In addition, part-time
file preparation personnel hired as a result of ISAS
initiatives, but administered by PE,PD, were constantly
removed from the DCD project to service other priorities
within P&PD.
STAT
STAT
STAT
STAT
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b. "Review and approve new projects. (Printing and Photography
(PEPD) handles all new Computer Output Microfilrr, (C0'1) projects.
OIS, along with P&PD or other production elements, handle new,
source document projects. Deputy Director Operations (DDO) handles
all their internal COM and source documents projects."
c. "Audit the Program. (This isn't currently being done.)"
One pro ram audit was conducted during the last year.
an an audit of the Archives and Records
Center. A copy of this audit report was provided to
P&PD was not involved in this audit and. were not
d. "Develop and maintain an inventory of applications and
equipment. (OIS has an outdated equipment inventory. P&PD
has an inventory of their applications.)"
(1) The requirement to maintain an equipment
inventory is established by FPM'IR 101-11.5, Micrographics.
The FPMR requires an inventory of production and
reproduction equipment. We have attempted, in the past,
to maintain an inventory of all micrographics equipment.
The inventory is out of date. This results from several
conditions. We have not devoted a lot of time to this
effort. We can keep fairly good control over what is
purchased as we must sign off on the requisitions.
However, any office in the Agency can PTI equipment
and we find it much more difficult to get copies of the
PTI documents.
(2) Discussions have been held in ITB as to the need
to maintain a central inventory, since each component
maintains their own inventory of accountable equipment
this could technically meet the FPAIR requirement.
.e. "Review and approve acquisition of micrographics equipment.
(Currently being done by OIS.)"
No comment.
f. "Issue internal regulations and procedures for the program.
(None in the last two years.)"
The new FPMR published in February 1979 was distributed
to all members of the Agency Micrographics Users Group. This.
group was comprised of major micrographics users and
producers. In addition the new records disposition handbook
contains instructions relating.to micrographics.
STAT
STAT
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g. "Inspection of permanent microform. (Isn't currently being
done . )"
(1) With the assistance of the Office of Security (OS),
a collection of microfiche were selected and inspected per
the guidelines of the FPMIR. This test program resulted in
the inspection of some 750 microfiche from the OS dossier
collection. Laboratory time requirement to inspection and.
record data on the microfiche amounted to about 3 3/4 minutes
per fiche or slightly less than six man days, With the
total amount of microforms in the Agency running
into the millions of pages this inspection program will
require several man years of effort. We do not have this
manpower.
(2) Another point to consider on the inspection.programs
is that the National Archives and Records Service (MARS) has
recently let a contract for a pilot study of the inspection
requirements within NARS, and as of now are not inspecting
their own microforms.
(3) The final result of our inspection efforts was the
decision to declare the Security records to have a 20 year
rather than a permanent retention period. The total OS
microfiche collection, of some 105,000 microfiche, was
destroyed based on the new retention period.
h. "Provide systems analysis and cost effective analysis of
proposal microgrphics systems. (Not currently being donee.)"
(1) We do a systems study of each proposed micrographics
project. This includes an onsite review of the records
collection as well as a review of the records control
schedule to determine if the collection is a candidate
for filming. We do not as a matter of course prepare a
cost analysis for micrographics conversions.
(2) The DDO has in the past prepared cost data for
some of the conversions they have undertaken.
i. "Provide training on micrographics systems/applications.
(OIS conducts once a year training.)"
OIS has conducted 23 Introduction to Micrographics seminars
over the last several years. In 1979, we had three
seminars and 92 attendees. In 1980, we had one seminar
and 28 attendees. In 1981, we had one seminar and
21 attendees, several of whom were from OIS offices. The
response to the announcement of Introduction to Micrographics
courses has declined as emphasis on the program declined,
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as a result of management decisions in the mid-to-late
1970's when the branch was reduced from five full-time
to one full-time employee. With the formation of the
OIS Career Sub-Group and the need 'to train many entry
level employees, we expect training requirements to
increase.
g. "Interaction with other memebers of the Intelligence Community.
ill be asked to chair the Intelligence Information Handling STAT
.Committee (IHC) Micrographics Working Group.) (Nothing is currently
being done.)"
The micrographics working group of the Intelligence
Handling Committee has been inactive since the retirement
of the chairman, of Defense Intelligence STAT
Agency about December 1980 or January 1981, according to
f the IHC. Recently, it was decided to STAT
reactivate this working group and a request for
nominations for candidates for chairman were requested
from member Agencies. was nominated and. STAT
selected as the new chairman of the micrographics
working group.
3. We feel that OIS should continue to manage the Agency Micrographics Program
as part of it's overall responsibility for the Agency Records Management program.
4. There may be some possibility of P&PD assisting by taking over the
total microform inspection activity, as they have the equipment and the personnel
to perform the tests required. However, the selection of the materials to be
inspected would probably have to remain with the office of record of the
microform collection. Again it must be stated that the inspection program
would be a massive undertaking and require additional resources.
5. Another area of the program where PF1PD might be able to assist is in
the maintenance of the equipment inventory. Additional study would be required
to determine the feasibility of transferring either of these subparts of the
micrographics program to P&PD.
STAT
Attachment:
FPMR Subpart 101-11.5,
Micrographics
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GENERAL SERVICES ADMINISTRATION
WASHINGTON, D. C. 20405
FEDERAL PROPERTY MANAGEMENT REGULATIONS
AMENDMENT B-42
February 28, 1979
TO . Heads of Federal agencies
SUBJECT: Change to Subchapter B - Archives and Records
1. Purpose. This amendment transmits changed pages to Subchapter B
Archives and Records.
2. Effective date. The regulation transmitted by this amendment is effec-
tive upon publication in the Federal Register.
3. Background. Recent evaluations of agency micrographics, programs and
increasing numbers of telephonic requests for information and assistance
reflect a need to provide standards and guidance for agencies in setting
up an internal agency management program for micrographics. Expanded
application of micrographics technology in a wide variety of Federal
Government records management functions has increased the need for quality
control standards and for guidelines for applying this technology to
records systems dealing with active and nonpermanent records for more
efficient and cost effective micrographics programs. This regulation
addresses these needs.
4. Explanation of changes. Subpart 101-11.5 has been revised and expanded
to include sections on agency program responsibilities, NARS responsibil-
ities, and micrographic systems analysis. Other sections within the sub-
part have been combined under new titles and expanded to include
nonpermanent as well as permanent records.
MON
Administrator of General Services
(Published in the Federal Register March 15, 1979, 44 FR 15715)
Remove pages
FILING INSTRUCTIONS
Insert Pages
iii-iv Contents of Subchapter. B iii-iv Contents of Subchapter B
1129-1130. 3 1129-1130. 5
aZ5
Attachment
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? CONTENTS OF SUBCHAPTER B - ARCHIVES AND RECORDS
Subpart 101- 11.5-Micrographics
Sec.
101 11.500 Scope of subpart..
Subpart 101-11.8-Standard and Optional Forms
Program
101-11.501 Authority.
101-11.502 Definitions.
101-11.800
Scope of subpart.
101-11.503 Agency program responsibilities.
101-11.800-1
Benefits and objectives.
101 11.504 NARS responsibilities.
101-11.801
Attthdrity.
101-11.505 Micrographic systems analysis.
101-11.802
Definitions.
101-11.506 Sta
ndards and guidelines for cre-
101-11.802-1
Form.
ation of mi
croform records.
101-11.802--2
Standard form.
101--11.506-1 A
uthorization.
101-11.802-3
Optional form.
101-11.506-2 P
reparation.
101-11.802-4
Promulgating agency.
101-11.506-3 M
icrofilming.
101-11.802-5
Sponsoring agency.
101-11.507 Sta
ndards and guidelines for thc
101-11.803
Agency program responsibili-
maintenan
ce of microform records.
ties.
101-11.507-1 S
torage.
101-11.804
GSA/NARS responsibilities.
101-11.507-2 I
nspection.
101-11.805
Approval procedures.
101-11.508 Sta
ndards and guidelines for the
101-11.805-1
Standard forms.
use of. micr
oform records.
101-11.805-2.
Optional forms.
101-11.509 Dis
position of microform rec-
101-11.806
Special provisions.
ords.
101-11.806-1
Exceptions to Standard forms.
101-11.510 Cen
tralized micrographic serv-
101-11.806-2
Application of Federal Infor-
ices.
mation Processing Standards
101-11.510-1 S
ervices available
(FIPS) to Standard and Op-
101-11.510-2 R
.
equesting services.
tional forms.
101-11.510-3 F
ees for services.
101-11.806-3
Employee suggestions.
101-11.806-4
Standard and Stock (Option-
'Subpart 101-
11.6-Records Equipment and
al) forms subject to GAO
approval.
Supplies
101-11.806-5
Standard and Optional forms
101-11.601
.[Reserved]
Interface with public re-
ports approved by GAO.
101-11.602
I Reserved ]
101-11.806=6
Standard and Optional forms
101-11.603
Stationery standards.
interface with public re-
101-11.603-1
General provisions.
ports approved by OMB.
101-11.603-2
Standard specifications.
101-11.806-7
Standard and Optional forms
101-11.603-3
Letterhead stationery.
interface with interagency.
101-11.603-4
Memorandum stationery.
reports approved by GSA
101-11.603-5
Continuation sheets.
101-11.$06-8
.
Forms promulgated by the
101-11.603-6
Manifold (tissue) sheets.
Interagency Committee on
101-11.603-7
[Reserved]
101-11.603-8
Envelopes (printing).
101-11.807
Medical Records.
Procurement of stocks of
101-11.603-9
Envelopes; borders, markings,
Standard and Optional
etc. .
101-11.603-10 Procurement forms.
101-11
808
forms.
Agency compliance
101-11.603-11 Optional Form 10, United
States Government Memo-
.
randum, May 1962.
101-11.603-12 Standard Form 63, Memoran-
Sec.
dum of Call, Nov. 1961.
101-11.603-13 Standard Form 65, U.S. Gov-
ernment Messenger Envel-
ope, Nov. 1961.
101-11.603-14 Optional Form 27, United
States Government 2-way
Memo.
Subpart 101-11.7-Vital Records: Records
During an Emergency
101-11.701 Emergency preparedness pro-
gram; vital records.
101-11.701-1 Purpose.
101-11.701-2 Authority.
101-11.701-3 Background.
101-11.701-4 Definitions.
10.1-11.701-5 Program considerations.
101-11.701-6' Vital records storage at GSA
Federal Archives and Records Centers.
101-11.900 Scope.
101-11.901 Word processing.
101-11.902 Equipment.
101-11.903 Federal agency program respon-
sibilities.
101-11.904 NARS responsibilities.
Subpart 101-1 1.10-Technical Assistance
Sec.
101-11.1000 Scope.
101-11.1001 Services available.
101-11.1002 Technical advice and assistance
on records management pro-
grains.
101-11.1003 Technical assistance involving
studies and surveys.
101-11.1004 General paperwork systems
studies.
10.1-11.1005 Requests for service.
FEDERAL PROPERTY MANAGEMENT REGULATIONS
(AMENDMENT B-42, FEBRUARY 1979)
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CONTENTS OF SUBCHAPTER B - ARCHIVES AND RECORDS
Subpart 101-11.11-Interagency Reports
Management Program
101-1 1.1100 Scope of subpart.
101-11.1100-1 Benefits and objectives.
101-11.1101 Authority.
101-11.1102 Definitions.
101-11.1102-1 Report.
101-11.1102-2 Reporting.
101-11.1102-3 Interagency reporting re-
quirement.
101-11.1102-4 Agency.
101-11.1102-5 Requiring agency.
101-11.1102-6 Responding agency.
101-11.1102-7 Interagency Reports Coordi-
nator.
101-11.1103 Agency program responsibili-
ties.
101-11.1104 GSA/NARS responsibilities.
101-11.1105 Approval procedures.
101-11.1105-1 New and revised interagency
reporting requirements.
101-11.1105-2 Discontinuance of inter-
agency reporting require-
ments.
101-11.1105-3 Review and extension of in-
teragency reporting re-
quirements.
10.1-11.1106 Cost-effectiveness justifica-
tion.
101-11.1106-1 Reporting costs.
101-11.1106-2 Cost estimates.
101-11.1106-3 Benefits.
101-11.1107 Special provisions.
101-11.1107-1 Exemptions.
101-11.1107-2 Waivers..
101-11.1107-3 Appeal procedure.
101-11.1107-4 Federal Information Process-
ing Standards.
101-11.1107-5 Classified reporting require-
ments.
101-11.1107-6 Interagency public reports.
101-11.1107-7 Interagency reporting coordi-
nation with public reports
approved by OMB or GAO.
101-11:1107-8 Interagency reporting coordi-
nation with Standard and
Optional forms approved by
GSA/NARS.
101-11.1107-9 Department of the Treasury
procedures.
101-11.1108 Procurement of stocks of SF
360 and OF 101.
101-11.1109 Agency compliance.
Subpart 101-11.12-Annual Report on Federal
Advisory Committees
101-11.1200 Scope of subpart.
101-11.1201 Background.-
101-11.1202 Definitions.
101-11.1203 Reports.
1.01-11.1204 [Reserved]
101-11.1205 Inquiries.
Subpart 101-11.13-Audiovisual Records
Management
101-11.1300 Scope.
101-11.1301 Definitions.
101-11.1302 Objectives.
.101-11.1303 Agency program responsibili-
ties.
101-11.1304 Centralized audiovisual ser-
vices.
Subparts 101-11.14-101-11.48 [Reserved]
Subpart 101-11.49-Forms and Reports
101-11.4900 Scope of subpart.
101-11.4901 Standard Form 136: Annual
Summary of Records Hold-
ings.
101-11.4902 Standard Form 115: Request
for Authority to Dispose of
Records.
101-11.4903 Standard Form 115-A: Request
for Authority to Dispose of
R e c o r d s-Continuation
Sheet.
101-11.4904 Instructions for preparing
Standard Forms 115 and
115 -A
101-11.4905 Standard Form 137: Agency
Records Center Annual Re-
port.
101-11.4906 Standard Form 127: Request
for Official Personnel Folder
(Separated Employee).
101-11.4907 Standard Form 135: Records
Transmittal and Receipt.
101-11.4908 Standard Form 135A: Records
Transmittal and Receipt-
(Continuation).
101-11.4909 [Reserved].
101-11.4910 Optional Form 11: Reference
Request-Federal Records
Centers.
101-11.4911 United States Government
Memorandum
101-11.4912 Optional Form 10: United
States Government Memo-
ranrtum.
101-11.4913 Standard Form 63: Memo-
randurn of Call.
101-11.4914 Standard Form 65: U.S. Gov-
ernment Messenger En-
velope.
101-11.4915 Optional Form 27: United
States Government 2-Way
Metno.
101-11.4916 "Guides to Simplified In-
FEDERAL PROPERTY MANAGEMENT REGULATIONS
(AMENDMENT n-42, FEBRUARY 1979)
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? I- worwrt?r rvr-:1 1.5 mll.rtVhriAYr11G5
Subpart 101-11.5-Micrographics
?101-11.50.0 Scope of subpart.
This subpart provides (a) standards,
regulations, and guidelines for using
micrographics technology in the cre-
ation, use, storage, retrieval, preserva-
tion, and disposition of Federal Gov-
ernment records and (b) information
concerning micrographics services
available from the National Archives
and Records Service (NABS).. Addi-
tional guidance on the use of. micro-
graphics is available in NARS records
management handbooks.
? 101-11.501 Authority.
As provided in 44 U.S.C. chapters 29
and 33, the Administrator of General.
Services is authorized to (a) establish
standards for the photographic and
micrographic production and repro-
duction of records by Federal agencies
with a view to disposal of the original
records; (b) establish uniform stand-
ards within the Government for the
storage, use, and disposition of proc-
essed microfilm records; (c) develop
and promote standards to improve the
management of records; and (d) estab-
lish, maintain, and operate centralized
microfilming services for Federal agen-
cies,
? 101.-11.502 Definitions.
For the purpose of this Subpart 101-
11.5, the following definitions shall
apply:
(a) Archival microfilm. Silver halide
microfilm meeting the requirements of
Federal Standard No. 125D, Film, Pho-
tographic and Film, Photographic,
Processed (.for permanent records use);
American National Standards Insti-
tute (ANSI) Standard PH1.25-1976
Safety Photographic Film, Specifica-
tions for; PH1.28-1976 Photographic
Film for Archival Records, Silver
Gelatin Type on Cellulose Ester Base,
Specifications for; PH1.41-1976 Photo-
graphic Film for Archival Records,
Silver Gelatin Type on Polyester Base,
Specifications for; *hen tested by
ANSI Standard PH4.8-1971, Methyl-
ene Blue Method for Measuring Thio-
sulfate and Silver Densitometric
Method for Measuring Residual
Chemicals in Films, Plates, and
Papers; and ?tored in accordance with
ANSI Standard PH1.43-1976, Storage
of Processed Safety Photographic
Film, Practices for.
(b) Computer Output Microfilm
(COM). Microfilm containing data pro-
duced by a recorder from computer-
generated signals.
(c) Facility. An area set aside for
equipment and operations required in
the production or reproduction of mi-
croforms either for internal use or for
the use of other organizational ele-
ments of the Federal Government.
(d) Microfilm. (1) Raw (unexposed
and unprocessed) film with character-
istics that make it suitable for use in
micrographics;
(2) The process of recording micro-
images on film; and
(3) A fine-grain, high-resolution pho-
tographic film containing an image
greatly reduced in size from the origi-
nal.
(e) Microform. A term used for any
form containing microimages.
(f) Micrographics. The science and
technology of document and informa-
tion microfilming and associated mi-
croform systems.
(g) Microimage. A unit of informa-
tion, such as a page of text or a draw-
ing, that has been made too small to
be read without magnification.
(h) Permanent Record. Any record
(see 44 U.S.C. 3301) that has been de-
termined by the Archivist of the
United States to have sufficient his-
torical or other value to warrant its
continued preservation by the Govern-
ment.
(i) Micrographic System. A configu-
ration of equipment and procedures
for the production, reproduction,
maintenance, storage, retrieval, dis-
play, or use of microforms. A micro-
graphic system may involve one or
more, but not necessarily all, of the
functions listed above.
? 101-11.503 Agency program responsibil-
ities.
Each agency-shall:
(a~) Issue internal regulations and
foc~for the submission, review,
and =approval=or disapproval of pro-
posed micrographic systems and appli-
cations;
.b) Issue procedures for evalua
the continued efficiency an e ective- 7
mess of microsraphic systems and ap-
plications; j
FEDERAL PROPERTY MANAGEMENT REGULATIONS
(AMENDMENT B-42, FEBRUARY 1979)
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W)'Develop and maintain a co to
and accurate o inicroera-
s
stems periodically for conformance
T,57-established policies, procedures, and
PART 101-11 RECORDS MANAGEMENT
(c)"Review ongoing micrographic
y
recorders for the purpose of resource
management. The inventory shall, as a
minimum, include: Type of equipment,
name of manufacturer, model and
serial number, date of acquisition, lo-
1 li uc ion an reproduction
equipment within the agency; e.g.,
cameras, processors, duplicators, COM
cation, and purchase or rental status;-
f(-6-Disseminate all-NABS pu lica-
tions contain g micrographics s and
r s aria guidelines n other current
in orma ion concerning the advann-
ficials involved in the development or
(f) Assign responsibility for the
review and approval-of all microgra-
phic systems to a specific o ice or of-
shown in ? 101-11,505;_and
Guests to ensure that they are coin-
'plete and contain the information
'I a . es a
is procedures for the
t
h
3review and approval of ongoing=and
sponsible office or official
' f icia . The re
+-i ?ll '
bl
(g) Submit to General Services Ad-
ministration (NRO), Washington, DC
20408, one copy of agency directives
issued in accordance with paragraphs
101-11,503 (a), (b), and (f).
? 101-11,504 NARS responsibilities.
NARS shall:
(a) Disseminate to agencies the
standards and criteria necessary for
developing, evaluating, and operating
micrographic systems. This includes:
(1) Information to acquaint poten-
tial users with micrographics technol-
ogy and its various applications;
(2) Methods and procedures for con-
ducting feasibility studies;
(3) Criteria for estimating cost and
guidelines for comparing existing and
proposed systems with alternative ap-
proaches;
(4) Standards for microforms and
formats, and guidelines for selecting
appropriate micrographic systems for
specific types of applications; and
(5) Standards and guidelines for
evaluating the continuing efficiency
and effectiveness of micrographic sys-
tems;
(b) Analyze Government-wide prac-
tices through research projects and in-
spections to determine areas in which
the application of micrographics will
improve efficiency and effectiveness in
the creation and use of documents and
information;
(c) Conduct periodic inspections of
agencies' micrographics programs as
part of the NARS records manage-
ment program evaluation prescribed in
? 101-11.103, Agency program evalua-
tion;
(d) Coordinate with the Government
Printing Office (GPO) on matters in-
volving micropublishing, with the Na-
tional Bureau of Standards (NBS) on
Federal Information Processing Stand-
ards concerning micrographics,' and
with the Automated Data and Tele-
communications Service (ADTS),
GSA,' on procurement and use of COM
equipment;
(e) Respond within 60 days to
agency requests to the Office of Fed-
eral Records Centers (NC) for authori-
zation to dispose of original records
after microfilming as prescribed in
? 101-11.506-1; and
(f) Provide centralized micrographic
services described in ? 101-11.510..
? 101-11.505 Micrographic systems analy-
'sis.
r-(?a) system analysis including
-ecost/benefit analysis shall be conduct-
by the agency prior to the decision
'to establish a micrographic system.
The cost/benefit analysis shall include
(b) The system ana-lysis shall con-
tain the following items:
(1) An examination of the current'
operating system to evaluate the:need-
for the-documents or i orma i n nd
(2) A consideration of the alterna-
tives to micrographics-.inclu ing such
measures-as:
FEDERAL PROPERTY MANAGEMENT REGULATIONS
(AMI-NIMENT 11 42, I-_IAIIIIJAIIY.. 11171)1
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F-
SUBPART 101-11.5 MICROGRAPHICS
(iv) Contracting for NARS reimburs- 1 (2) Agencies whose proposed micro',)
able micrographic services. filming methods and procedures do-,
(v) Contracting with a non-Govern- not meet the standards in ? 101`
ment commercial services firm. 11.506-3 shall include on the SF 115 al
(vi) Other alternatives identified in description of the system and stand-
the analysis. ards proposed for use.
(.0Alt and ysis of`the workload ai'idr7 (b) Agencies proposing to retain and
staffing.requirem to ensure suT4ii store the silver original microforms of f
dent trained personnel to operate and permanent records after disposal ofy
I ni) -iTsi-ng-the--riiiErog-ratifiic~fa-cility
of another agency.
,.(4i
u) haring micrographic prod 1
_~ ~~,~~(i) PurCha?~1 Lee nr tease-purchases ~clude on the SF 115 the following cer-
d
evisin records contro sched? ? 101-11.506 Standards and guidelines for
tiles to. provide or he disposition-off
paper records by disposal. by-transfer ?/Jill-I1.50fi-1 Aut..... atign.
of inactive paper records to the Feder rr(a) Agencies proposing to microfilm
.l records centers, or by offer of per= - records to dispose--of-the- original rec=
-manently valuable paper records tom , ords shall request authority on Stand
he National Archives and Records,._,! and Form (SF) 115, R-cQuest for Res-.
shervice; and I 'orris Disposition uthori in accord'-,
_I ance with ? 101-11.406-2. The SF 115
00 Improving__ current retrieval and
distribution procedures using paper' .shall provide for the disposition of)
.
records. -77 original records and microforms
(3) A consideration of all feasible al-ti (1) Agencies proposing microfilming
4rto rnative methods of creating the mi v methods and procedures meeting the)
n
orm records, such as: __7 standards in ? 101-11.506-3 shall in
maintain the micrographic system. the original records shall include on
(5) An examination of the f ~ma' the SF 115 a statement that story ?
Lion needs of the user when determine condi .t ns shall adhere to the st. Ta _L
Tig reUUUl,lu^ ral.lu, lurmat. quality bards 01 33 101-11.501 and 101-11.508
Control procedures, viewing equip uch agencies shall also indicate when'
ment, and user training. 1the first inspection of-micrgLLW re-
of microforms-use hm e agency-L7
"
d
iiiW those use o twit informa-
tion to other agencies and the public.
(7) A determination of the availabil-
ity and cost of specialized space r
~qulrei t i.e._ temperature, humide
(c) The chosen alternative shall bed
the most cost effective and efficient,
i;ystem unless overriding intangible
benefits necessitate-an alt_rnate deci-.
sion.
(d)'Procurement of COM equipment
is subject to the provisions of 41 CFR
101-32 covering utilization and pro-
curement of automatic data processing
equipment.
(e) Procurement of equipment for
micropublishing is subject to the pro-
visions of the Government Printing
and Binding Regulations published by
the Joint Committee on Printing, Con-
gress of the U.S.
tification: This certifies that the rec
t
ords described on this form will be mi
crofilmed in accordance with the,
standards set forth in 41 CFR 101-5'-
11.506."
quired by 101-11.507-2 will be con-
ducted. \
original records in accordance with the
approved records disposition scheduler
should not submit an SF 115. These
agencies may apply agency standards
(nd requirements for creation of mi
icroforms of the records. The agency,
shall, however, ensure that the re-
4 quirements of ? 101-11.503 are satis'
f ied.
? 101-11.506-2 Preparation.
(a) The integrity of the original rec-
ords authorized for disposal shall be
maintained by ensuring that the origi-
nal microforms are adequate substi-
tutes for the original records and serve
the purpose for which such records
were created or maintained. Copies
shall be complete and contain all
record information shown on the origi-
nals.
FEDERAL PROPERTY MANAGEMENT REGULATIONS
(AMENDMENT B-42, FEBRUARY 1979) 1130.1 J
1 .4.
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PART 101-11 RECORDS MANAGEMENT
(c) Systems that produce original
permanent records on microfilm with
no paper original; e.g., COM, shall be
designed so that they produce micro-
film which meets the standards of this
? 101-11.506-3. ,
(d) Microfilm processing.
(1) Microforms of permanent records
planned or planned For purpose of disposal of
the original shall be rocesse
the residual VA-13-suTf-a-te ion concentra-
tion will not excee . microgram per
square centimeter in a. clear area.
Agencies or services that conduct tests
? 101-11.506-3 Microfilming. for Federal agencies shall meet this re-
(a) The film stock used to make mi- quirement by performing the m_
crof or ss o '!r manent red or 1e lene blue tes specified in ANSI
purpose o dispoa ' original I.J PH .8-1971. Agencies that do not have
shallcnnform to-Federal-Stan dard No- testing facilities or use commercial
(b) The records shall be arranged,
identified, and indexed so that any in-
dividual document or component of
the records can be located. At a mini.
mum, the records shall include infor-
mation identifying the agency and or-
ganization; the title of the records; the
number of identifier for each unit of
film; the security classification, if any;
and the inclusive dates, names, or
other data identifying the records to
be included on a unit of film.
12d be on safety-base permanent
record film as specified in ANSI
PH1.25-1976, Safety Photographic
Film, Specifications for; PH1.28-1976,
Photographic Film for Archival Rec-
ords, Silver Gelatin Type on Cellulose
Ester Base, Specifications for; PH1.41-
1976, Photographic Film for Archival
Records, Silver Gelatin Type on Poly-
ester Base, Specifications for; and
tested according to PH1.29-1971, Curl
of Photographic Film, Methods for
Determining the; and PHI.31-1973,
Brittleness of Photographic Film,
Method of Determining the. Proce-
dures for testing are covered in Feder-
al Standard No. 170B, Film Photo-
graphic, Black and White, Classifica-
tion and Testing Methods, which cites
ANSI standards. To ensure protection
for permanent records, agencies using
microfilm systems which do not pro-
duce silver halide originals meeting
the above standards shall submit with
the SF 115 required by ? 101-11.506-1,
a schedule for the production of silver
duplicates meeting the standards.
(b) All indexes, registers, or other
finding aids, if microfilmed, shall be
placed in the first frames at the begin-
ning of a roll of film or in the last
frames of a microfiche or microfilm
jacket. Computer-generated micro-
forms shall have the indexes following
the data on a roll of film or in the last
frames of a microfiche or microfilm
jacket. Other index locations may be
used only if dictated by special system
constraints.
I- 1 1 :10.2
testing services shall submit a sample
for testing from a clear area of the
film measuring at least 6 square inches
(i.e., 12 inches of 16mm film; 6 inches
of 35mm film, 3 aperture cards, or 1
microfiche), to General Services Ad-
ministration (NAP), Washington, DC
20408. A charge will be made for each
sample tested. Charges are announced
in the FPMR Bulletins.
(2) If the processing is to be of the
reversal type, it shall be full photo-
graphic reversal; i.e., develop, bleach,
expose, develop, fix, and wash.
(e) Quality standards. (1) The
methocT or de erm mining minimum res-
olution on microforms of s ocu
men s s a con orm to the Quality
Index Methid of determining resolu-
tion and anti,;ipated losses when dupli-
cating as described in the National Mi-
crographics Association (NMA) Rec-
ommended Practice MS104.
The procedure for density neasure-
is described in NMA Recom-
mended Practice MS104-1972.
(3) Computer Output Microforms
shall meet the NMA Standard MS1-
1971, Quality Standards for Computer
Output Microfilm.
(f) Microforms and formats. (1) The
following formats shall be mandatory
standards or micro orms pro uc
or for Federal agencies:
(i) The formats described in ANSI
Standard MS14-1978, Specifications
for 16 and 35mm Microfilms in Roll
Form, shall be used for microfilming
source documents on 16mm roll film.
FEDERAL. PROPERTY MANAGEMENT.REGULATIONS
(AMLNOMENT IJ-42, FELIRUAUV 1979)-
,01
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(` -. SUBPART 101-11.5 MICROGRAPHICS
A reduction ratio of 24:1 shall be used
whenever document size permits.
(ii) The formats described in ANSI
Standard MS14-1978, Specifications,
for 16 and 35mm Microfilms in Roll
'Form, shall be used for microfilming
source documents on 35mm roll film.
When microfilming on 35mm film for
aperture card applications, format 2
prescribed in MIL-STD 399A, Military
Standard Microform Formats, shall be
mandatory.
(iii) Format 3 prescribed in MIL-
STD 399A shall be used for aperture
cards.
(iv) For microfilming source docu-
ments on microfiche, the formats pre-
scribed in MIL-STD 399A and the
i standards and specifications refer-
enced therein shall be used where ap-
propriate for the size of documents
being filmed.
(i) For permanent records, a ualit
'
Index
v is required at the th
general'
For nonpermanent records
QualI1 n ive is re uire at the
1t34e oof e st 1 speciIic number of genera-
tions used in the system.
(iii) Resolution tests shall be per-
formed using the NBS a Micro-
copy Resolution Test Chart and the
patterns will be read following the
instructions provided with the chart.
(iv) The character used to determine
the height used in the Quality Index
formula shall be the smallest charac-
ter used to display record information.
(2) The background nhotographic
d nsities on microforms must be ap-
propriaa to the type of documents
being filmed. Recommended back-
ground densities are as follows:
(v) Mandatory Federal COM format
standards are contained in Federal in-
formation Processing Standards
(FIPS) Publication Number 54 which
is hereby incorporated by reference.
(2) The outside dimensions for mi-
crofilm jackets shall be 148.00+0.00
-1.00mmX105.00+0.00 -0.75.
(g) Microfilm duplicating. The pro-
duction of more than 250 duplicates
from an original microform: i.e., one
roll of microfilm 100 feet in length or
one microfiche, requires the approval
of the Joint Committee on Printing,
Congress of the. United States, as set
forth in the Government Printing and
Binding Regulations. Administrative
records and accounting reports are
exempted from this requirement.
? 10`IrFl- 07-Standards and guidilineess for
the maintenance of microform records.
~-
?101-11.507-1 Storage.
Nonpermanent :mlcroform records
can be safely maintained under the
same conditions as most paper records.
1The following standards as specified in
ANSI PH1.43-1976 are required for
is oring permanent record microforms:l
(a) Microforms stored in roll form
shall be wound on cores of reels made
of noncorroding materials such as non-
ferrous metals or inert plastics. Other
metals may be used provided that they,
are coated with a corrosion-resistant{
'finish. Plastics and coated metals that
hay exude fumes during storage shall
Inot be used. Rubber bands shall not-be
tr- ---- ,.
Background
density
tC#P~w e
Group 1 ..................................... High-quality printed books, periodicals, and dense typing ...........
1.30-1.50
Y Vm ~?.
Group 2 ..................................... Fine-line originals, letters typed with a worn ribbon, pencil
1.15-1.40
writing with a soft lead, and documents with small printing.
Group 3 ..................................... Pencil drawings, faded printing, graph paper with pale, fine
1.00-1.20
Group 4 .....................................
colored lines, and very small printing such as footnotes.
Very weak pencil manuscripts and drawings, and poorly print-
0.90-1.10
Group 5 .....................................
ed, faint documents.
COM ........................................................................................................
1.50-2.00
FEDERAL PROPERTY MANAGEMENT REGULATIONS
(AMENDMENT 8-42, FEBRUARY 1979) 1130.3
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r
used for confining film on reels o
cores. If paper bands are used, the,
paper shall meet the specifications of
ANSI PH1.53-1978.
.' (b) Storage containers for micro
forms shall-be made o inert ma erials'
cs" ras metal or plastic. Containers
trnade of paper products should be
avoided unless the conditions pre-'
scribed in ANSI Standard PH1.53-1978(
,are met. The containers shall be closed-
to protect the microforms from envi
ironmental impurities and improper hit-F
(c) Storage roomc oryantU for archi
An the same room with nonsilver ela-
tin i ms. They also s a 1 not be stored
in n another room using the same venti;
)aation n system because gases given off
by the other films may damage or de-
,stroy the images on the silver. archival
1_films.
? 101-11.507-2
(a) M 'i9 s of Permanent
recr micro orma d records micro
tf-lmed1o dish. se of the M33=
shal'be inspected ever 2 ears during
their sche uled t e. The inspection
shall be made using a 1 percent ran-
domly selected sample in the following
categories: 70 percent microforms not
previously tested, 20 percent-micro-
forms tested in the last inspection, and
10 percent-control group. The control
group shall represent samples of mi-
croforms from the oldest microforms
filmed through the most current. The
poses such as storage of other materi-
als, office space, or working areas. The
National Fire Protection Association
tNFPA) publication NFPA 232, Protec-
tion of Records, 1970, provides further
guidance. Protection from damage b
water sh_. a accomp is e y s storing
permanent record microforms above
reasonably anticipated flood stages.
(d) Environmental conditions re-~
quired. (1) The relative humidity of
1tT storage room or vault shall range
from 20 to 40 percent with an opti-
mum of 30 percent. Rapid and wide-
range humidity changes will be avoid-
ed and shall not exceed a 5 percent
change in a 24-hour period.
(2) Temperature shall not exceed 70`1
F. Rapid and wide-range temperature}-
cTanges shall be avoided and shall notl
exceed a 5 percent change in a 24-hour
rperiod. A storage temperature of 35` F.
or below should be used for color film."
(3) Solid particles, which may abrade
film or react with the image, shall be
lremoved by mechanical filters from air
4supplied to housings or rooms used for
archival storage. The mechanical fil-
{ters are preferably of dry media type
`having an arrestance or cleaning effi-
ciency of not less than 85 percent as,
i0etermined by the stain test described ~-
in ASHRAE Standard 52-68(11).
I (4) Gaseous impurities such as per-
oxides, -oxidizing agents, sulphur diox-
ide, hydrogen sulfide, and others
which cause deterioration of micro-,
lforms shall be removed frpm the air
b suitable washers or absorbers. Ar-
chival microforms shall not be stored
10 days after the inspection is com-
pleted. Reports shall include (1) the
quantity of microform records on
hand; i.e., number of rolls and number
of microfiche; (2) the quantity of mi-
croforms inspected; (3) the condition
of the microforms; (4) any defects dis-
covered; and (5) corrective action
\taken.
(b) The elements of the inspection
shall consist of (1) an inspection
aging blemishes following a guide-
lines Tn e a ional Bureau of Stand-
ards Handbook 96, Inspection of Proc-
essed Photographic Record Films for
Aging Blemishes; (2) a rereading of
resolution test targets; (3 a i ement o i ? and (4) a certifica-
tion o the environment
under which the microforms are
stored, as shown in ? 101-11.506-1.
(c) An ins ec ' all be mai -
tained. Information to be con ained in
`EFe log shall include (1) a complete de-
scription of all records tested (title;
number or identifier for each' unit of
film; and inclusive dates, names, or
other data identifying the records on
the unit of film); (2) the record group;
i.e., newly tested, previously tested; or
control group; (3) the date of inspec-
FLOCIOAL PROPERTY MANAGEMENT REGULATIONS
~---5 11:Iu:?l (AMI:NUMI:NI II 42, I'1-IIIMAUV 1919) .
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I SUBPART 101-11.5 MICROGRAPHICS -1
/
Lion; (4) the elements of inspection; (5)
the defects uncoverccf; and (6) thr cor-
rective action taken. In addition, the
log shall contain the results of all ar-
chival film tests required by ? 101-
11.506-3.
(d) An agency having in its custody a
master microform that is deteriorat-
ing, as shown by the inspection, shall
e) Agencies are responsible for the
inspection of agency microfilm records
transferred to Federal Records Cen-
ters.
? 101-11.508 Standards and guidelines for
the use of microform records.
i(a-)-Th e-master-microform-shall-not,
be used for reference purposes. D 121i-
cates shall be used for reference and
for further dup Ica .Ion on a recurring
'basis or for large-scale duplication, as
for distribution of records on micro-
form. Agency procedures shall ensures
that master microforms remain clean
and undamaged during the duplication
process. J
I (b) Agencies retaining the originals
record in accordance with an approved
fecords disposition schedule may
apply agency standards for the use of
microform records.
for cacti unit of film; the security cla:;-
sificatton, if any; the inclusive dates.
names, or other data identifying the
records to be included on a unit, of
film; and a certification by an agency
official that the microforms were pro-
Ldtlced in the normal course of agency
operations and that care has been
taken to ensure that the microforms
` {are a complete and accurate copy of
I~,J'the original records.
?101-11.510 Centralized micrographic
services.
? 101-11.510-1 . Services available.
The following micrographic services
of the National Archives and Records
Service are available to Federal agen-
cies:
(a) Technical advice and assistance
in designing and implementing agency
projects and programs to preserve rec-.
ords, reduce volume, provide security
copies; make duplicate copies, or im-
prove information retrieval systems:
(b) Information on current uses of
micrographics, new micrographic tech-
niques; and developments in the field;
and
(c) Reimbursable microfilming serv-
ices including the preparation, index-
ing, and filming of records, inspection
of film, and labeling of film contain-
ers. .
? 101-11.509 Disposition of microform rec-
.ords.
r~The disposition ofmit-Oforit-r c
Lords shall be carried out in the same
manner prescribed-for other types of
records in Subpart 101-11.4, with the'
following additional requirements;r
(aT The silver _halide original (or a
silve ' halide duplicate microform
record created in accordance with ? 10-
111.506-3), plus one copy (silver, diazo,
or vesicular), for permanent records,
eof' "each rrt grd~-mi~rof_ __ by an''?
agency, shall be verified for nm~~
panied by information identifying the
agency and organization; the title of
the records, the number or identifier
AI es-'or to a Federal Records
Center, at the time that the records
are to be retired in accordance with
the approved records control schedule.
(b) The microforms shall be accom-
? 101-11.510-2 Requesting services.
(a) Agencies desiring technical as-
sistance from NARS should communi-
cate with General Services Adminis-
tration (NR), Washington, DC 20408,
or the appropriate regional National
Archives and Records Service.
(b) Agencies desiring microfilming
services should contact General Serv-
ices Administration (NC), Washington,
DC 20408, or the nearest regional
Office of the National Archives and
Records Service or any of the Federal
Archives and Records Centers.
? 101-11.510-3 Fees for services.
The fees for microfilming services
will be announced in GSA bulletins.
For microfilming services not listed,
contact the office shown in ?101-
11.510-2(b).
FEDERAL PROPERTY MANAGEMENT REGULATIONS
(AMENDMENT B-42, FEBRUARY 1979)
1130.5
" Declassified in Part - Sanitized Copy Approved for Release 2012/10/22 : CIA-RDP1 OT0193OR000100060007-6