MICROGRAPHICS BULLETIN - NO. 2 FEDERAL MICROFILM STANDARDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00780R006100080007-2
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 12
• Document Creation Date: December 14, 2016
• Document Release Date: December 27, 2002
• Sequence Number: 7
• Publication Date: August 20, 1974
• Content Type: MF

74 -3i~
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a ~ '&S Registry
File
2*4 AUG 1974
MEMORANDUM FOR: Agency Records Management Officers
SUBJECT : Micrographics Bulletin - No. 2
Federal Microfilm Standards
STAT
1. I I states that Agency components utilizing
micrographics will adhere to the Federal Standards for the use
of microfilm in the preservation of archival and vital records.
2. The attached FPMR Amendment B-21 sets forth those
standards.
3. The following subparts are condensed to make them easier
to understand:
101-11.503-1 The RRMO shall request the item(s)
in his RCS be revised to provide
for the destruction of hard copies
of his permanent records after they
have been microfilmed.
101-11.503-2 a. The silver original camera
negative, plus.a positive copy
will be sent at once to the
Agency Archives personnel.
b. Microfilm will be sufficiently
indexed for quick location and
retrieval by Agency Archives
personnel.
c. Each reel or identifiable batch
will be forwarded by transmittal
memorandum containing this state-
ment: "The microfilm listed below
was produced in the normal course
of Agency operations and care
has been taken to insure that
it is a complete and accurate
copy of the original records."
The transmittal will be signed
by an Agency official.
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101-11.505 The silver original camera negative
shall never be used for reference
purposes. A dim, vesicular, or
silver positive copy will be used
for reference.
101-11.507 a. Temporary records which are to
be retained for ten or more
years will be handled similarly
to permanent records and should
be sent at once to Vital Records
(not Agency Archives) for safe-
keeping.
b. There are no Federal Standards
for records retained less than
ten years.
4. The above condensation should provide sufficient guide-
lines for most purposes. If not, the attached PPM R covers in
detail the standards to be followed in microfibafng records.
Acting Chief
Lnformation Systems Analysis Staff
Attachment: a/s
APPROVED
STAT
on . ae
J Deputy Director
for
Adninistration
DDA/ISAS/T1PB:LLN:jlb (19 Aug 74)
Distribution:
Orig - 1` PB
1 - each Agency IRO
cJ74
1 - ISAS
2 - DDAChiono
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STAT
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GENERAL SERVICES ADMINISTRATION
WASHINGTON, DC 20405
February 3, 1972
FEDERAL PROPERTY MANAGE iIT REGULATIONS
AMENDMENT B-21
TO: Heads of Federal Agencies
SUBJECT: Revision of Subchapter B- Archives and Records
1. Purpose. This amendment transmits revised pages to Subchapter B -
Archives'-` and Records.
2. Effective date. This amendment is effective upon publication in
the Federal egister.
3. Background. Heads of Federal agencies were notified by General
Services Admii Circular. No. 326, of January 21, 1964, of the
discovery of blemishes on processed negative microfilm. Authority to
dispose of microfilmed permanent records granted by Title 3, Federal
Records, Regulations of the General Services Administration, was
withdrawn for new projects by FPTMIR amendment B-l, December 22, 1964.
GSA Bulletin FPMR No. B-2, July 9, 1965, called attention to National
Bureau of Standards (NBS) technical reports and suggested actions
agencies could take pending final reports by NBS and the drafting of
new regulations. NBS has completed its investigation and has recom-
mended certain changes in processing and storing microfilm.
4. Explanation of changes. These regulations reestablish agency
authority to dispose of permanent records if they have been microfilmed.
Procedures to be followed when r_ec?uestin_g authority to dispose of
microfilmed permanent records.are shown in 3 101-11.503. Standards for
microfilming permanent records are prescribed in ? 101-11.504. Criteria
for using microfilm copies of permanent records are given in
101-11.505. Standards for storing microfilm copies of permanent
records are shown in ? 101-11.506. Standards for microfilming nonperma-
nent records are prescribed in ? 101-11.507. Microfilm services
available from the various instal ations of the National Archives and
Records Service are explained in 9 101-11.508. Information formerly in
Subpart 101-11.5 is included in the new ? 101-11.508.
ROD KREGE
Acting Administrator of General Services
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FILING INSTRUCTIONS AND NOTES
Remove Pages Insert Pages
i-ii Contents of Subchapter B i-ii Contents of Subchapter B
1129 1129-1130.3
(a) On each page appears the number and date (month and year) of
the FPMR Amendment which transmitted it..
(b) Retention of FPMR Amendments and removed pages will provide
a history of FPMR issuances and facilitate determining which regulations
were in effect at particular times.
(c) Arrows printed in the margin of a page indicate material changed,
deleted, or added by the FPMR Amendment cited at the bottom of that page.
Where insertion of new material results in shifting of unchanged material on
following pages, no arrows will appear on such pages but the FPMR Amend-
ment transmitting such new pages will be cited at the bottom of each page,
or - Line on which change begins.
or Line on which change ends.
-; - or ---- - Line on which change both begins and ends.
or -~--- - Opposite a blank space, indicates deletion of a divi-
sion of material (section, subsection, or paragraph).
(d) In the numbering system, all FPDJR material is preceded by
digit 101-. This simply means that it is Chapter 101 in Title 41 of the Code
of Federal Regulations. It has no other significance. The digit(s) before
the decimal point indicates the part; the digits after the decimal point indi-
cate, without separation, the. subpart and section, respectively, the latter
always in two digits; and the digit(s) after the dash indicates the subsection.
For example:
101 - 3. 603 - 2
2
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CONTENTS OF SUBCHAPTER B - ARCHIVES AND RECORDS
PART 101-8-NATIONAL HISTORI-
CAL PUBLICATIONS COMMISSION
[RESERVED]
PART 101-9 [RESERVED]
PART 101-10 [RESERVED]
PART 101-11-RECORDS
MANAGEMENT
Sec.
101-11.000 Scope of part.
Subpart 101-11.1-Federal Records; General
101-11.101 General provisions.
101-11.101-1 Authority.
101-11.101-2 Applicability.
101-11.101-3. Records defined.
101-11.101-4 Reports to the President and
the Congress.
101-11.102 Agency records management
programs.
101-11.102-1 Authority.
101-11.102-2 Program content.
101-11.102-3 Creation of records.
101-11.102-4 Organization, maintenance,
and use of records.
101-11.102-5 Disposition of records.
101-11.102-6 Liaison offices.
101-11.102-7 Annual summary - of records
holdings.
..103 ^. E,_ cy program evaluation.
101-11-103-1 Authority.
101-11.103-2 Evaluation by National Ar-
chives and Records Service.
101-11.103-3 Agency internal evaluation.
Subpart 101-11.2-Creation of Records
101-11.200 Scope or subpart.
101-11.201 General provisions.
101-11.201-1 Agency action.
101-11.202 Adequate and proper docu-
mentation..
101-11.202-1 Statutory responsibilities.
101-11.202-2 Documentation standards.
101-11.203 Creating records essential for
current business.
101-11.203-1 Statutory responsibilities,
101-11.203-2 General requirements.
101-11.204 1Reserved 1
101-11.205 1Reserved 1
101-11.206 Correspondence-agency pro-
gram responsibilities.
101-11.206-1 Correspondence management
function.
101-11.206-2 Correspondence defined.
101-11.206-3 Program requirements.
101-11.206-4 Program implementation.
101-11.207 Reports-agency program re-
sponsibilities.
101-11.207-1 Reports management function.
101-11.207-2 Reports defined.
101-11.207-3 Program requirements.
101-11.207-4 Program implementation.
Sec.
101-11.208 Forms-agency program re-
sponsibilities.
101-11.208-1 Forms management function.
101-11.208-2 Forms defined.
101-11.208-3 Program requirements.
101-11.208-4 Program implementation.
101-11.209 Directives-agency program
responsibilities.
101-11.209-1 Directives management func-
tion.
101-11.209-2 Directives defined.
101-11.209-3 Program requirements.
101-11.209-4 Program implementation.
101-11.210 Automatic data processing rec-
ords; agency program re-
sponsibilities.
101-11.210-1 ADP r e c o r d s management
function.
101-11.210-2 ADP records management de-
fined.
101-11.210-3 Program requirements.
101-11.210-4 Program implementation.
Subpart 101-11.3-Organization, Maintenance,
and Use of Current Records
101-11.301 General provisions.
101-11.301-1 Authority.
101-11.301-2 Agency action.
101-11.302 I Reserved 1
101-11.303 1 Reserved 1
101-11.304 Mail-agency program respon-
sibilities.
101-11.304-1 Mail management function.
101-11.304-2 Mail defined.
101-11.304-3 Program requirements.
101-11.304-4 Program implementation.
101-11.305 Files-agency program respon-
oibilitles.
101-11.305-1 Files management function.
101-11.305-2 Files defined.
101-11.305-3 Program requirements.
101-11.305-4 Program implementation.
101-11.306 Records equipment and sup-
plies-agency program re-
sponsibilities.
101-11.306-1 Managing rccurcis equipment
and supplies.
101-11.306-2 Records equipment and sup-
plies defined.
101-11.306-3 Program requirements.
101-11.306-4 Program implementation.
Subpart 101-11.4-Disposition of Federal
Records
101-11.401 Records control schedules.
101-11.401-1 Records scheduling programs.
101-11.401-2 Basic elements in records
scheduling programs.
101-11.401-3 Formulation of records control
schedules.
101-11.401-4 Provisions of records control
schedules.
101-11.401-5 Application of records control
schedules.
101-11.402 [Reserved 1
101-11.403 Standards for the selective re-
tention of records.
101-11.403-i Authority.
101-11.403-2 Records retention and disposal
standards.
101-11.403-3 Permanently valuable records
retention program.
F E D E R A L PROPERTY MANAGEMENT R E G U L A T I O N S
(AMENDMENT B-21, FEBRUARY 1972)
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CONTENTS OF SUBCHAPTER B - ARCHIVES AND RECORDS
Sec.
101-11.403-4. Application of records reten-
tion plans.
101-11.404 General retention and dis-
posal schedules.
101-11.404-1 Authority.
101-11.404-2 Approved general- records
schedules.
101-11.405 [Reserved[
101-11.406 Agency disposal authority.
101-11.406-1 Authority.
101-11.406-2 Submission of disposal re-
quests.
101-11.406-3 Certification.
1.01-11.406-4 General Accounting Office
clearance.
101-11.406-5 Approval of requests for dis-
posal authority.
101-11.406-6 Mutilation and destruction of
records. .
101-11.406-7 Extension of retention periods.
101-11.406-8 Withdrawal of disposal au-
thority.
101-11.406-9 Supersession of disposal au-
thority.
101-11.407 Emergency authorization for
the disposal of records.
101-11.407-1 General provisions.
101-11.407-2 Menaces to -human health or
life or to property.
101-11.407-3 State of war or threatened war.
101-11.408 Methods of disposal.
101-11.408-1 Authority.
101-11.408-2 Sale or salvage.
101-11.408-3 Donation for preservation and
use.
101-11.408-4 Destruction.
101-11.409 Transfer of records from the
custody of vne eAecutivc
agency to another.
101-11.409-1 Authority.
101-11.409-2 Approval.
101-11.409-3 Agency request.
101-11.409-4 Agency concurrences.
101-11.409-5 Records of terminated agen-
cies.
101-1i.e09-U Equipment.
101-11.409-7 Costs of transfers.
101-11.409-8 Restrictions on use of records.
101-11.409-9 Exceptions.
101-11.410 Transfer of records to Federal
records centers.
101-11.410-1 Authority.
101-11.410-2 Procedures for transfers to
Federal records centers.
101-11.410-3 Procedures for transfers to the
National Personnel Records
Center, St. Louis, Mo.
101-11-410-4 Vital records.
101-11.410-5 Surveys of records available
for transfer.
101-11.410-6 Release of equipment.
101-11.410-7 Serving transferred records.
101-11.410-8 Disposal clearances.
Sec.
101-11.411 Transfer of records to the
National Archives.
101-11.411-1 Authority.
101-11.411-2 Transfers via Federal records
centers.
101-11.411-3 Direct transfers.
101-11.411-4 Release of equipment.
101-11.411-5 Use of records transferred to
the National Archives.
101-11.411-6 Disposal clearances.
101-11.411-7 Transfer of audiovisual rec-
ords.
101-11.411-8 T r a n s f e r of cartographic
records.
101-11.412 Agency records centers; estab-
lishment.
101-11.412-1 Authority.
101-11.412-2 Existing records centers. -
101-11.412-3 Requests for authority to es-
tablish or relocate records
centers.
101-11.412-4 Annual agency records center
report.
Subpart 101-11.5-Microfilming
101-11.500 Scope of subpart.
101-11.501 Authority.
101-11.502 Definitions.
101-11.503 Disposal of records.
101-11.503-1 Request for authority.
101-11.503-2 Deposit of copies.
101-11.503-3 Deteriorating microfilm.
101-11.504 Standards for microfilming
permanent records.
101-11.504-1 Preparing and microfilming
permanent records.
101-11.504-2 Microfilm stock.
ioi-11.5u4-3 Processing niirr.
101-11.505 Criteria for using microfilm
copies of permanent rec-
ords.
101-11.506 Standards for storing micro-
film copies of permanent
records.
101-11.506-1 Reels and cores.
i0l-11.SUti-2 Storage coutainers.
101-11.506-3 Storage rooms.
101-11.506-4 Environmental conditions.
101-11.506-5 Control of air conditioning.
101-11.506-6 Protection against air-en-
trained impurities.
101-11.506-7 Gaseous impurities.
101-11.506-8 Microfilm inspection.
101-11.507 Standards for microfilming
nonpermanent records.
101-11.508 Centralized microfilm services.
101-11.508-1 Procedures for arranging for
reimbursable services.
101-11.508-2 Fees for microfilming services.
Subpart 101-11.6-Records Equipment and
Supplies
101-11.601 (Reserved[
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Subpart 101-11.5-Microfilming
? 101-11.500 Scope of subpart.
This subpart provides the (a) proce-
dures for requesting authority to dispose
of microfilmed records, (b) standards to
be used by Federal agencies for micro-
filming records, (c) criteria for using
microfilm copies of permanent records,
(d) standards for storing microfilm
copies of permanent records, and (e) in-
formation concerning microfilm services
available from the National Archives and
Records Service (NARS).
? 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
microphotographic reproduction of per-
manent records by agencies of the Fed-
eral Government with a view to disposal
of the original records; (b) establish uni-
form standards within Government
agencies for the storage and use of proc-
essed microfilm copies of permanent
records that have been authorized for
disposal; (c) develop and promote stand-
ards to improve the management of rec-
ords; and (d) establish, maintain, and
operate centralized microfilming services
for Federal agencies.
? 101-11.502 Definitions.
For the purpose of this Subpart
101-11.5, the foiluwing definitions shall
apply :
(a) 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 historical-or
other value to urorrant its enntinnerl
preservation by the Government. Such
determinations take the form of ap-
proved agency records retention plans or
an approved offer to transfer records to
the National Archives. A determination
is not made merely by NARS approval
of a comprehensive records disposal
schedule that also lists records that are
identified as "permanent" or "retain"
by the agency but are not clearly cer-
tified as permanent by NARS.
(b) Original microfilm. Original mi-
crofilm is camera microfilm whether
produced by customary or Computer
Output Microfilm (COM) methods and
t regardless of emulsion or base.
I
(c) Silver original microfilm. Silver
icrofilm
a
i
i
fil
s camer
m
cro
m
original m
meeting the requirements of Federal
Standard No. 125a; Film Photographic
and Film, Photographic, Processed (for
permanent record use).
(d) Silver duplicate negative. A silver
duplicate negative is a second generation
negative microfilm meeting the require-
ments of Federal Standard No. 125a
whether produced from an original nega-
tive or from an original positive.
(e) Silver master positive. A silver
master positive is a second generation
positive microfilm meeting the require-
ments of Federal Standard No. 125a
produced from either an original nega-
tive or from an original positive.
? 101-11.503 Disposal of records.
? 101-11.503-1 Request for authority.
(a) Federal agencies proposing to
preserve permanent records on micro-
film and dispose of the original records
shall request authority on Standard
Form 115, Request for Authority to Dis-
pose of Records, in accordance with Sub-
part 101-11.4.
(1) Agencies whose proposed micro-
filming procedures meet the standards
in ? 101-11.504 shall include on the SF
115 the following certification:
This certifies that the records rtee rihed
on this form shall be microfilmed in accord-
ance with the standards set forth in 41
CFR 101-11.504 and that the (select appro-
priate words: Silver original microfilm, silver
duplicate negative microfilm, or silver master
positive microfilm) plus one positive copy of
each micrcflm shall be (select appropriate
pitra.e. vuereu Oinc, ui tiC i y -tea
Archives (NN), National Archives and Rec-
ords Service, General Services Administra-
tion, Washington. D C 20408;. offered to the
Federal Records Center (city and State) ; or
transferred to an approved agency records
center at (city and State)) .
(2) Agencies whose proposed micro-
filming procedures do not meet the
standards in ? 101-11.504 shall include
on the SF 115 an outline of the system,
film, and processing which they propose
to use.
(b) Agencies proposing to retain the
silver original microfilm copy of perma-
nent records after disposal of the original
records must include as part of this re-
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PART 101-11 RECORDS MANAGEMENT
tot-11.503-t (b)
quest a statement that facilities meeting
the standards of ? 101-11.506 will be used
to store the silver original microfilm.
These facilities shall be subject to ini-
tial and subsequent inspection by NARS.
Such agencies shall also indicate when
the first inspection of microfilm required
by ? 101-11.506-8 will be conducted.
? 101-11.503-2 Deposit of copies..
(a) The silver original microfilm copy
or either of (1) a silver duplicate nega-
tive copy or (2) a silver master positive
copy; plus one positive copy of each mi-
crofilm of permanent records microfilmed
by an agency shall be verified for com-
pleteness and accuracy and then shall
be either transferred to an approved
agency records center or offered to either
the Office of the National Archives (NN),
National Archives and Records Service,
General Services Administration, Wash-
ington, DC 20408; or the Archives
Branch in the Federal Records Center
where the original permanent records
would normally be retired.
(b) After acceptance of the agency
offer by NARS, the agency shall for-
ward the microfilm copies as soon as the
project is completed or, in the case of
larger continuing projects, when a sub-
stantial and readily identifiable portion
is completed.
(c) The microfilm. copies shall be ac-
companied by adequate descriptive ma-
terial to enable NARS or agency file
persoimel io service the records wilt
reasonable facility and by a certification
by an agency official that the microfilm
was produced in the normal course of
agency operations and that care has
been taken to insure that the microfilm
is a complete and accurate Co_p_y of the
original records.
? 101-11.503-3 Deteriorating micro-
film.
An agency having custody of a previ-
ously produced original microfilm (or, if
the original microfilm is no longer in
existence, the master copy) of perma-
nent records shall prepare a silver du-
plicate negative copy for its own use, if
required, when it finds that such copies
are deteriorating or in, danger of deteri-
oration. The agency shall also offer an
L identical copy plus one positive copy as
L , specified in this ? 101-11.503-2.
? 101-11.504 Standards for microfilm-
ing permanent records.
Federal agencies microfilming perma-
nent records shall comply with the fol-
lowing standards which relate to the
preparing and filming of permanent rec-
ords, the selecting of film stock, and the
processing of film.
? 101-11.504-1 Preparing and micro-
filming permanent records.
(a) General: The integrity of the orig-
inal records authorized for disposal
shall be maintained by insuring that the
microfilm copies are adequate substi-
tutes for the original records and serve
the purposes for which such records
were created or maintained. The follow-
ing measures and any others found nec-
essary shall be observed in any Federal
microfilming project to insure preserva-
tion of the integrity of the records:
(1) Copies shall contain all significant
record detail shown on the originals;
(2) Copies of the records shall be so
arranged, identified, and indexed that
any individual document or component
of the records can be located with rea-
sonable facility;
(3) No photographic densities on
negative copies higher than are required
for the intended purposes shall be used.
Where possible, densities on negative
copies shall be between 1.0 and 1.2. On
positive copies the background shall be
kepi as clear as praeiicdUie;
(4) A minimum resolution of 90 lines
per mm. shall be obtained; and
(5) Military specifications and stand-
ards for microfilming and photograph-
ing engineering drawings and similar
related documents shall be fnllm.rwerl
whenever applicable.
(b) Roll microfilm. (1) The photo-
graphic images at the beginning of each
roll of microfilm shall include informa-
tion identifying the agency and organiza-
tion whose records it covers; the title
of the records; the microfilm roll num-
ber; the security classification, if any;
and, if possible, the inclusive dates,
names, or other data identifying the
first and last records on the roll; and
(2) Any indexes, registers, or other
finding aids shall be microfilmed at the
beginning of the records to which they
relate.
FEDERAL PROPERTY MANAGEMENT REGULATIONS
1130 (AMENDMENT B-21, FEBRUARY 1972)
.J
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SUBPART 101-11.5
(c) Other microforms. (1) Microfilm-
ing systems for unit microfilm records
shall be so designed and supervised that
the resulting microfilm file is an accurate
representation of the original records.
(2) Any indexes, registers, or other
finding aids shall be microfilmed and lo-
cated in a readily identifiable place
within the collection of microfilmed
records.
(3) Systems (e.g., COM) producing
original permanent records on microfilm
with no Pape: original shall be designed
so that they produce microfilm which
meets the standards of this Subpart
101-11.5.
? 101-11.504-2 Microfilm stock.
The film stock used to make photo-
graphic or microphotographic copies of
permanent records shall be safety-base
permanent record film as specified in
American National Standards Institute
(ANSI) PH1.25, Specifications for Safety
Photographic Film; PH1.28, Specifica-
tions for Photographic Films for Perma-
nent Records; PH1.29, Methods for De-
termining the Curl of Photographic Film;
and PH1.31, Method of Determining
the Brittleness of Photographic Film, and
shall comply with Federal Standard No.
125a. In order to afford adequate protec-
tion for permanent records, agencies
using microfilm systems which do not
Produce an original microfllin meeting
these standards for permanent records
shall immediately make a silver dupli-
cate negative or silver master positive
which does meet the standards.
? 101-11.504-3 Processing film.
The fti'.n used to inane photographic
or microphotographic copies of perma-
nent records shall be so processed that
the residual thiosulfate concentration
shall be greater than zero but shall not
exceed 1 microgram per square centi-
meter. An optimum concentration of 0.7
micrograms per square centimeter in a
clear area is recommended. Agencies con-
ducting their own microfilming program
may determine whether their processed
film meets this requirement by perform-
ing the tests specified in ANSI PH4.8;
Methylene Blue Method for Measuring
Thiosulfate and the Silver Densitometric
Method for Measuring Chemicals in
Films, Plates, and Papers; or by sub-
mitting a sample for testing from a clear
area of the film, measuring at least 2
square inches, to the Office of the Execu-
tive Director (NAF), Naticnal Archives
and Records Service, General Services
Administration, Washington, D C 20408.
A charge of $5 will be made for each sam-
ple tested, however, small numbers of
samples will be tested by NARS without
charge. COM-produced microfilm of per-
manent records shall meet the process-
ing standards above. If the processing
is to be of the reversal type it must be
full photographic reversal and not the
halide-type reversal.
? 101-11.505 Criteria for using micro-
film copies of permanent records.
The following criteria are required in
using microfilm copies of permanent
records:
(a) Original microfilm copies of per-
manent records shall not be used for ref-
erence purposes. Negative or positive
copies of the original negative shall be
used for reference purposes.
(b) Adequate measures shall be taken
to keep the original microfilm clean and
unscratched.
? 101-11.506 Standards for storing
microfilm copies of permanent
records.
This section prescribes standards re-
quired for storing silver original micro-
film copies or. silver duplicate negative or
of perma-
N
nent records.
?101-11.506-1 Reels and cores.
Microfilm stored in roll form shall be
wound on cores or on reels of the type
snecificrl in ANST PH`;,F, Standard Di-
mensions for 100-foot Reels for Processed
16-mm. and 35-mm. Microfilm. The ma-
terials used for the cores and reels shall
be noncorroding such as plastic com-
pounds or nonferrous metals. The use
of steel for reels shall be permitted pro-
vided the reels are well protected by
lacquer, enamel, tinning, or other cor-
rosion-resistant finish. Plastics and
lacquers that might give off reactive
fumes or exudations during storage shall
not be used. The plastic materials must
be free of peroxides. Paper strips or rub-
ber bands shall not be used for confining
film on reels or cores. The materials used
shall not ignite, decompose, or develop
reactive fumes and vapors.
FEDERAL PROPERTY M A N A G E M ENT R E G U L A T I O N S
(AMENDMENT B-21, FEBRUARY 1972) 1130.1
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PART 101-11 RECORDS MANAGEMENT
101-11.506-2
F- ? 101-11.506-2 Storage containers.
The microfilm shall be stored in a
closed container made of such inert ma-
terial as metal or plastic of proven qual-
ity. The container shall be sealed where
needed to maintain prescribed humidity
limits or to protect the film against gas-
eous impurities. If proper temperature
and humidity controls are maintained
as prescribed in ? 101-11.506-4, and if
there is good ventilation and clean air
in the storage area, the containers need
not be sealed. Open containers such as
folding cartons may be used only if it
has been established that the container
material will have no adverse effect on
the film over long periods of time.
? 101-11.506-3 Storage rooms.
Agencies retaining original microfilm
copies of permanent records shall provide
a fire-resistive vault or room. The stor-
age area shall not be used as an office or
working area. No flammable material
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 in their publica-
tion NFPA 232, Protection of Records,
1970. Particular care shall be taken to
insure that the provisions of this 1101-
11.506 are applied effectively when orig-
inal negative microfilm is stored in such
places as underground installations and
insulated file cabinets where a high hu-
midity is probable.
? 101-11.506-4 Environmental condi-
t:ons.
The relative humidity of the storage
vault or room shall not exceed 40 per-
cent. Temperatures shall not exceed
70? F. Rapid and wide-range cycling of
humidity or temperature shall he avoided
and shall in no instance exceed ?5 per-
cent relative humidity or ?5? F. in a 24-
hour period. Where inactivity of the film
permits, protection may be increased by
conditioning and sealin-r the film at a
lower humidity and/or storing the film
at a lower temperature. Film stored at a
lower relative humidity than 30 percent
or a temperature lower than 60? F. shall
be sufficiently warmed and reconditioned
before use to avoid any possible damage
in handling. If " possible, approximately
0.05 inches of water pressure above at-
mospheric pressure shall be maintained
within the room or vault and in the film
L inspection area by means of an inde-
pendent air-conditioning system.
? 101-11.506-5 Control of air condi-
tioning.
Air conditioning shall be kept under
sufficient control to meet the standards
for temperature and humidity as speci-
fied in ? 101-11.506-4. Dehumidifiers
using desiccants shall not be used since,
with circulating air in the storage area,
there is a danger of abrasive or reactive
dust particles settling on the film.
Humidification before storage is not
necessary unless the prevailing relative
humidity in storage areas is less than
15 percent for long periods of time.
Water trays or saturated chemical solu-
tions shall not be used due to the seri-
ous danger of overhumidification.
? 101-11.506-6 Protection against air-
entrained impurities.
Solid particles that abrade the film
or react on the image shall be cleaned
from the air supplied to microfilm stor-
age and associated rooms by the use of
dry media mechanical filters or electro-
static precipitators. These filters shall
have an arrestance or cleaning efficiency
of at least 80 percent when tested with
atmospheric air using ANSI PH5.4;
Standard Practice for Storage of Proc-
essed Silver Gelatin Microfilm; which
cites the report to the National Board
of Fire Underwriters for the installation
of air conditioning, warm air heating, air
cooling, and ventilating systems. Filter-
ing media, casings, and castings, it used,
shall be of the noncombustible type.
? 101-11.506-7 Gaseous impurities.
Such gaseous impurities as sulfur di-
oxide, hydrogen sulfide, and others that
may cause deterioration of the microfilm
shall be removed from the air. Silver-
gelatin microfilm shall not be stored.
with other types of film in the same room
or in rooms connected by ventilating
ducts because gases given off by the non-
silver-gelatin microfilm may damage or
destroy the safety-film base.
?101-11.506-8 Microfilm inspection.
At approximately 2-year intervals, a 1
percent sample of randomly selected rolls
of microfilm shall be inspected. For each
biennial inspection, a different lot sam-
ple shall be chosen, allowing some over-
lapping of inspection to note any changes
in previously inspected samples. The
guidelines in the National Bureau of
Standards Handbook 96, Inspection of
Processed Photographic Record Films for
Aging Blemishes, shall be followed. The
results of such inspections shall be re-
ported to the Office of the National
Archives (NN7, National Archives and
FEDERAL P R O P E R T Y M A N A G E M E N T REGULATIONS
1130.2 (AMENDMENT B-21, FEBRUARY 1972
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1 Records Service, General Services Ad-
ministration, Washington, D C 20408, 30
days after the inspection is completed.
Reports shall include at least the (a)
quantity of microfilm of permanent rec-
ords on hand: i.e., number of rolls, micro-
fiche, jackets, etc.; (b) quantity of
microfilm inspected; (c) condition of the
microfilm; and (d) corrective action re-
quired, if necessary.
? 101-11.507 Standards for microfilm-
ing nonpermanent records.
(a) Agencies that wish to microfilm
their own nonpermanent records should
conduct a cost-benefit analysis accord-
ing to their internal regulations and pro-
cedures to insure that the project or sys-
tem is cost effective.
(b) Agencies that wish to microfilm
their own nonpermanent records in or-
der to dispose of the original records
shall request authority in accordance
with Subpart 101-11.4. The request for
authority on SF 115 shall indicate
whether the original records are required
to he held less than 10 years or 10 years
or more.
(c) After approval of the request the
microfilming shall be done in accordance
with the following:
(1) For nonpermanent records to be
held 10 years or more, the standards set
forth in 1 101-11.504 for microfilming, in
? 101-11.505 for using microuiin, and in
101-11.506 for storing microfilm copies
of permanent records should be used
where applicable to insure the availabil-
ity of the information for the period of
time required.
(2) Nonpermanent records to be held
less than 10 years may be microfilmed in
accordance with agency standards and
requirements for the retention of the
records, including the option of using
any film, processing system, or storage
containers the agency may select.
? 101-11.508 Centralized microfilm
services.
The following microfilming services of
the National Archives and Records Serv-
ice are available to Federal agencies:
(a) Technical advice and assistance in
establishing and promoting agency proj-
ects and programs to preserve records,
reduce volume., provide security copies,
{{ make duplicate copies, or improve infor-
mation retrieval systems;
(b) A central reimbursable microfilm-
ing service for Federal agencies including
the preparation, indexing, and filming of
records, inspection of film, and labeling
of film containers; and
(c) Information on current uses of
microfilm, new microfilm techniques,
and developments in the field.
? 101-11.508-1 Procedures for arrang-
ing for reimbursable services.
Federal agencies desiring microfilm
services should contact the appropriate
regional National Archives and Records
Service. Agencies in the greater St. Louis
area (Missouri only) should contact the
Manager, National Personnel Records
Center, St. Louis, MO 63132. Agencies in
the District of Columbia, Maryland, Vir-
gina, and West Virginia, should contact
the Manager, Washington National Rec-
ords Center, Suitlasid, MD 20409. Else-
where in GSA Region 3, agencies should
contact the Region 3 National Archives
and Records Service. An agreement of
services to be provided will be negotiated
before work is begun. This agreement
may be in the form of an agency pur-
chase order. The agency shall provide
instructions that specify (a) location
of the records to be filmed; (b) descrip-
tion of the records to include the volume,
size, physical condition, filing arrange-
ment, and the nature and isequeiiey of
additions, changes, and deletions, etc.;
(c) size and format of the film to be used;
(d) type of camera to be used and the
reduction ratio at which the documents
are to be filmed; (e) type of reader to
be used: and (f) number anal type (silver,
diazo, vesicular) of reference copies.
? 101-11.508-2 Fees for microfilming
services.
Microfilming services normally avail-
able are: 16-mm. rotary, 16-mm. plane-
tary, and 35-mm. planetary micropho-
tography; negative film processing; 16-
mm. cartridge loading; aperture card
and microthin jacket mounting; and di-
azo duplication. The fees for these serv-
ices will be announced in GSA bulletins
issued and signed by the Archivist of the
United States. For services not listed,
contact the person or office shown in
? 101-11.508-1.
.1
FEDERAL PROPERTY MANAGEMENT REGULATIONS
(AMENDMENT 8-21, FEBRUARY 1972) 1130.3
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