36 C.F.R. § 1230.22 What are NARA inspection requirements for permanent and unscheduled microform records?
Title 36 - Parks, Forests, and Public Property
(a) Agencies must inspect, or arrange to pay a contractor or NARA to inspect the following categories of microform records stored at the agency, at a commercial records storage facility, or at a NARA records center following the inspection requirements in paragraph (b) of this section: (1) Master films of permanent records microfilmed in order to dispose of the original records; (2) Master films of permanent records originally created on microfilm; (3) Other master films scheduled for transfer to the National Archives; and (4) Master films of unscheduled records. (b) The films listed in paragraph (a) of this section must be inspected initially in accordance with ANSI/AIIM MS45—1990. All films must be inspected when they are 2 years old. After the initial 2-year inspection, unless there is a catastrophic event, the films must be inspected as follows until legal custody is transferred to the National Archives and Records Administration: (1) For microfilm that is/was produced after 1990, inspect the microfilm every 5 years. (2) For microfilm that was produced prior to 1990, inspect the microfilm every 2 years. (c) To facilitate inspection, the agency must maintain an inventory of microfilm listing each microform series/publication by production date, producer, processor, format, and results of previous inspections. (d) The elements of the inspection shall consist of: (1) An inspection for aging blemishes following ANSI/AIIM MS45–1990; (2) A rereading of resolution targets; (3) A remeasurement of density; and (4) A certification of the environmental conditions under which the microforms are stored, as specified in §1230.20(a). (e) The agency must prepare an inspection report, and send a copy to NARA in accordance with §1230.28(b). The inspection report must contain: (1) A summary of the inspection findings, including: (i) A list of batches by year that includes the identification numbers of microfilm rolls and microfiche in each batch; (ii) The quantity of microforms inspected; (iii) An assessment of the overall condition of the microforms; (iv) A summary of any defects discovered, e.g., redox blemishes or base deformation; and (v) A summary of corrective action taken. (2) A detailed inspection log created during the inspection that contains the following information: (i) A complete description of all records inspected (title; roll or fiche number or other unique identifier for each unit of film inspected; security classification, if any; and inclusive dates, names, or other data identifying the records on the unit of film); (ii) The date of inspection; (iii) The elements of inspection (see paragraph (a)(4) of this section); (iv) Any defects uncovered; and (v) The corrective action taken. (f) If an inspection shows that a master microform is deteriorating, the agency must make a silver duplicate in accordance with §1230.14 to replace the deteriorating master. The duplicate film will be subject to the inspection requirements (see §1230.22) before transfer to a record center or to the National Archives. (g) Inspection must be performed in an environmentally controlled area in accordance with ANSI/AIIM MS45–1990.
Title 36: Parks, Forests, and Public Property
PART 1230—MICROGRAPHIC RECORDS MANAGEMENT
Subpart D—Storage, Use and Disposition Standards for Microform Records
§ 1230.22 What are NARA inspection requirements for permanent and unscheduled microform records?
