Code of Maine Rules › 29 - DEPARTMENT OF THE SECRETARY OF STATE › 255 - MAINE STATE ARCHIVES › Chapter 3 - IMAGING STATE RECORDS › Section 255-3-3 - DEFINITIONS

Current through 2024-29, July 17, 2024
The following definitions are established for terms used in
				  these rules:
A. "Access images" (aka
				surrogate or derivative) are the user copies of images, those copies that users
				access in the system. The use copy may be identical to the master in all
				respects except that it is the copy used by internal and/or external users. If
				the access images will be retained long term, it is best if they are produced
				as common long-term formats with lossless compression (such as TIFF and PDF/A),
				even if their ppi and/or bit depth is reduced to allow for faster processing on
				an electronic system. However, access images may be produced in any format
				desired, so the JPEG and GIF formats are sometimes employed for access images.
				These guidelines do not set technical specifications for access images, except
				that such images must be in a universally accessible file format. Since user
				copies are not to be the copies of record, these images may be enhanced in any
				way desired to improve legibility or visibility of information.
B. "Agency" means any Department, Bureau,
				Division or other branch of State Government.
C. "Archives" means noncurrent government
				records that have been determined by the State Archivist, with advice from the
				Archives Advisory Board, to have sufficient value to warrant their continued
				preservation.
D. A "backup image"
				is a copy of any version of an image (master, access, or thumbnail) that is
				stored off line and outside of the imaging system to protect the images from
				intentional or accidental destruction or tampering. Every version of every
				image on an imaging system must be backed up.
E. "Imaging" for the purpose of these rules
				will encompass digital capture of documents; while microfilming is sometimes
				categorized as an imaging process. In some systems, imaging and micrographics
				technologies are combined to form a hybrid system.
F. "Digital imaging" is the process of
				converting records on paper or film into electronic images of the original
				records. The process typically requires a document scanner or digital camera, a
				computer, and software to capture the image, as well as labor needed for
				preparing the documents for imaging, indexing the digitized images, and
				performing quality control steps to ensure the proper conversion of the record.
G. "Duplicate Microfilm" whether
				positive or negative and regarless of base, emulsion or generation is any
				microfilm that has been produced by any means of exposure from another
				microfilm.
H. "Electronic Content
				Management System (ECMS)" means a system designed to properly manage digitized
				images and other electronic records, so the Archives recommends an ECMS to
				capture, store, retrieve, display, and transmit records electronically. An ECMS
				uses a database to manage descriptive information about the images that aids in
				the retrieval of records contained in the ECMS repository. Although storage
				outside of an ECMS is allowed, the Archives does not recommend storing
				digitized records outside of an ECMS due to the greater chance of accidental
				deletion of these records and lack of an audit trail to ensure the records'
				authenticity.
I. The "master
				image" is the one primarily governed by these guidelines, including file
				format, compression, imaging resolution, image pixel depth, and color mode. The
				master image will be the copy of record (unless the source paper or film copy
				is retained), and it will be the one of the highest quality. To ensure there is
				a satisfactory backup to all master images, master images must always be stored
				outside an imaging system, even if it is stored within the system as well.
J. "Nonpermanent record" is any
				record that has been determined by the State Archivist to have a retention
				period with a destruction date. Retention periods are stated in records
				retention schedules approved by the Maine State Archives.
K. "Original microfilm" is any microfilm,
				produced in camera or by digital means, that is to be considered a first
				generation production regardless of base or emulsion type. Any microfilm that
				has not been created by means of being copied from an existing roll of
				film.
L. "Records" means all
				documentary material, regardless of media or characteristics, made or received
				and maintained by an agency in accordance with law or rule or in the
				transaction of its official business. The term shall not include extra copies
				of printed or processed material of which official or record copies have been
				retained, stocks of publications and processed documents intended for
				distribution or use, or material relating to personal matters that may have
				been kept in an office for convenience.
M. A "thumbnail image" is a very small copy
				of an image that is created so that it can be displayed, usually in a tabular
				array, so that user scan choose the particular images they desire from a search
				return of images. Thumbnails are created in any format desired (often JPEG,
				GIF, or PNG) with ppi ranging from 72 to 100 ppi. These guidelines do not set
				technical specifications for access images nor require their production, except
				that such images must be in a universally accessible file format.