No. 38064 (Amendment): Section R17-8-2. Micrographic Standards

(Amendment)

DAR File No.: 38064
Filed: 10/16/2013 12:36:49 PM

RULE ANALYSIS

Purpose of the rule or reason for the change:

The purpose of the amendment is to clarify the language of Subsection R17-8-2(3). The statement that "The State Archives is the official custodian of all master microfilm" does not gain clarity by the addition of the phrase "of permanent and long term records". In fact, the Archives is the custodian of all microfilm masters regardless of the approved retention of the records. Therefore the qualifying phrase is deleted and the statement stands.

Summary of the rule or change:

The change is meant to clarify that the State Archives is the custodian of all master microfilm regardless of the retention of the original records.

State statutory or constitutional authorization for this rule:

• Section 63A-12-101

Anticipated cost or savings to:

the state budget:

The state budget is not affected by this change. Because these are not substantive changes, are clarifying only, and because they had no original impact on the state budget, there will be no impact to the budget with these changes.

local governments:

Local government is not affected by the change. Because these are not substantive changes, are clarifying only, and because they had no original impact on local government, there will be no impact to local government with these changes.

small businesses:

Small business is not affected by the change. Because these are not substantive changes, are clarifying only, and because they had no original business impact, there will be no impact to business with these changes.

persons other than small businesses, businesses, or local governmental entities:

Persons are not affected by the change. Because these are not substantive changes, are clarifying only, and because they had no original impact on persons, there will be no impact to persons with these changes.

Compliance costs for affected persons:

There are no compliance costs associated with this change. Because these are not substantive changes, are clarifying only, and because there were no compliance costs associated with the rule originally, there will be no impact or costs with these changes.

Comments by the department head on the fiscal impact the rule may have on businesses:

I have reviewed the changes and agree there is no impact to business.

Kimberly Hood, Executive Director

The full text of this rule may be inspected, during regular business hours, at the Division of Administrative Rules, or at:

Administrative Services
Archives
346 S RIO GRANDE
SALT LAKE CITY, UT 84101-1106

Direct questions regarding this rule to:

• Susan Mumford at the above address, by phone at 801-531-3861, by FAX at 801-531-3867, or by Internet E-mail at [e-mail]

Interested persons may present their views on this rule by submitting written comments to the address above no later than 5:00 p.m. on:

12/16/2013

This rule may become effective on:

12/23/2013

Authorized by:

Kimberly Hood, Executive Director

RULE TEXT

R17. Administrative Services, Archives and Records Service.

R17-8. Application of Microfilm Standards.

R17-8-1. Authority and Purpose.

In accordance with Subsection 63A-12-104(1), this rule establishes a procedure for the microfilming standards of permanent and long-term records.

 

R17-8-2. Micrographic Standards.

(1) Anyone microfilming Utah state and local government documents for retention purposes shall microfilm these records in conformity with the ANSI/AIIM Imaging Guidelines 2004, which are incorporated by reference.

(2) The State Archives must certify that each roll of microfilm complies with these Imaging Guidelines prior to the destruction of the original records.

(3) The State Archives is the official custodian of all master microfilm[ of permanent and long-term records].

(4) Access to microfilmed records is permitted in accordance with the approved retention and classification for the records series.

 

KEY: records retention, public information, access to information

Date of Enactment or Last Substantive Amendment: [August 20, 2008]2013

Notice of Continuation: May 17, 2013

Authorizing, and Implemented or Interpreted Law: 63A-12-104

 

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