No. 31556 (New Rule): R17-8. Application of Microfilm Standards

DAR File No.: 31556
Filed: 06/12/2008, 02:47
Received by: NL

RULE ANALYSIS

Purpose of the rule or reason for the change:

In 2007 the Division of State Archives decided it needed to establish rules to clarify the procedures that were in place concerning government records.

Summary of the rule or change:

This rule establishes the microfilming standards of permanent and long-term government records.

State statutory or constitutional authorization for this rule:

Subsection 63A-12-104(1)

This rule or change incorporates by reference the following material:

ANSI/AIIM MS23-2004 Standard Recommended Practice -- Production, Inspection, and Quality Assurance of First-Generation, Silver Microforms of Documents

Anticipated cost or savings to:

the state budget:

There may be a cost for state agency personnel to provide quality control and ensure that the records are being microfilmed in conformity with the established standards.

local governments:

There may be a cost for local government personnel to provide quality control and ensure that the records are being microfilmed in conformity with the established standards.

small businesses and persons other than businesses:

There may be a cost if small businesses are contracted to perform the microfilming of government records. Those businesses would need to provide quality control and ensure that the records were being microfilmed in conformity with the established standards.

Compliance costs for affected persons:

There may be a compliance cost if corporations of other governmental entities are contracted to perform the microfilming of government records. Those affected persons would need to provide quality control and ensure that the records were being microfilmed in conformity with the established standards.

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

There may be a cost if small businesses are contracted to perform the microfilming of government records. Those businesses would need to provide quality control and ensure that the records were being microfilmed in conformity with the established standards. 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:

Janell Tuttle at the above address, by phone at 801-531-3864, 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:

07/31/2008

This rule may become effective on:

08/07/2008

Authorized by:

Patricia Smith-Mansfield, 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/AIMS Imaging Guidelines 2004, which are incorporated by reference.

(2) The State Archives must certify that each role 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: 2008

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