Illinois Administrative Code › Title 83 - PUBLIC UTILITIES › Part 420 - THE PRESERVATION OF RECORDS OF ELECTRIC UTILITIES (GENERAL ORDER 186) › Section 420.50 - Preservation of Records on Microfilm

Current through Register Vol. 48, No. 28, July 12, 2024
a) Certain
			 records indicated in Appendix A may be microfilmed and such film retained in lieu of
			 the original records, provided the procedures prescribed herein are
			 followed.
b) Indicators are used in
			 Appendix A to designate those records for which microfilm will be accepted in lieu
			 of original records. These indicators, listed following the retention period, are as
			 follows:
M - Indicates that microfilms may be substituted for retention of
				the original records at any time after use of the records for current recording
				purposes.
M - (with a numeral following) Indicates that microfilms may be
				substituted for retention of the original records only after the original records
				have been retained in their original form for at least the number of years
				corresponding to the numeral following the "M." Thus, "M-10" indicates that a
				microfilm copy may be made of and substituted for the original record only after the
				original record has been retained for at least ten years.
ME - Indicates records for which microfilms may be substituted for
				retention of the original records only for the period subsequent to the expiration,
				cancellation, supersedure or other condition shown in the column "Period to be
				Retained." Thus, for Item 9(e) of Appendix A, microfilms are not acceptable for
				current contracts; however, they are acceptable for expired or cancelled contracts,
				the retention period for which is three years after expiration or
				cancellation.
c) Absence of an
			 "M" indicator, as explained above, indicates that microfilms may not be substituted
			 for retention of the records described.
d) Prior to photographing, the records shall be so
			 prepared, arranged, classified and identified as to readily permit the subsequent
			 location, examination and reproduction of the photographs thereof. Any significant
			 characteristic, feature or other attribute of the original records which photography
			 would not reflect clearly (e.g., that the record is a copy or that certain figures
			 thereon are red) shall be so indicated on the records at the time of such
			 arrangement, classification and identification. When a number of the records to be
			 microfilmed have in common such a characteristic or attribute, an appropriate
			 notation identifying the characteristic or attribute may be indicated in a statement
			 at the beginning of the roll of film instead of on each individual record.
e) Each roll of film shall include a microfilm of
			 a certificate or certificates stating that the photographs are direct and facsimile
			 reproductions of the original records and that they have been made in accordance
			 with prescribed instructions. Such certificate or certificates shall be executed by
			 a person or persons having personal knowledge of the facts covered
			 thereby.
f) The photographic matter on
			 each roll shall commence and end with a statement as to the nature and arrangement
			 of the records reproduced, the name of the photographer, and the date. The film
			 shall not be cut between statements. Supplemental or retaken film, whether of
			 misplaced or omitted documents or of portions of a film found to be spoiled or
			 illegible or of other matter, shall be attached to the beginning of the roll; and,
			 in such event, the aforementioned certificate or certificates shall cover also such
			 supplemental or retaken film and shall state the reasons for taking such
			 films.
g) The film stock used and the
			 processing thereof shall comply with the minimum standards of quality required by
			 the Illinois State Records Commission. The utility shall be prepared to furnish, at
			 its own expense, appropriate standard facilities for reading the microfilm; and, if
			 the Illinois Commerce Commission so directs, furnish a facsimile of any record the
			 original of which has been destroyed prior to the expiration of the retention period
			 prescribed in Appendix A.
h) The
			 microfilm shall be indexed and retained in such manner as will render them readily
			 accessible and identifiable. They shall be stored in such manner as to provide
			 reasonable protection from hazards such as fire, flood, theft, etc. The films should
			 be cared for in such manner as to prevent cracking, breaking, splitting,
			 etc.
i) Photographic reproduction is not
			 limited to the microfilm process. With Illinois Commerce Commission approval, other
			 reproduction techniques, comparable or better in quality than microfilming, may be
			 used.