This bulletin will remain in effect until January 31, 1998. The images on thermal paper are extremely unstable and may begin to deteriorate in as few as six months. As a result, the text is likely to fade and become illegible or the whole paper surface may darken, making the image indistinguishable. Thermal paper can be recognized by its smooth sheen and tendency to curl, making it difficult to handle. Most current models of fax machines produce copies on plain paper by xerographic means, which produces a much more stable image than a copy made on thermal paper.
Plain paper is easier than thermal paper to mark, copy, and file.
These transmissions are subject to the same records management controls as those transmitted via fax machine. Facsimile transmissions have the same potential to be Federal records as any other documentary materials received in Federal offices. All thermal paper facsimiles that are Federal records should be copied on plain paper at the time of receipt. When a fax machine is used to send or receive documents, plain paper copies of documents that are Federal records should be filed in accordance with the agency's standard filing procedures. When a computer is used to send or receive facsimile documents, copies of those that are Federal records may either be maintained in an electronic recordkeeping system that meets the requirements of 36 CFR 1234.22, or a paper copy may be printed and incorporated into an agency file according to standard filing procedures.