reglab/statecodes huggingface dataset:
New Jersey Administrative Code › Title 14 - PUBLIC UTILITIES › Chapter 29 - ENERGY EMERGENCY › Subchapter 5 - PETROLEUM PRODUCTS › Section 14:29-5.4 - Interruptible dual-fuel (natural gas and petroleum) customers

Current through Register Vol. 56, No. 14, July 15, 2024
In accordance with
				  14:29-3.1(b),
				  during an energy emergency that was declared based on the shortage of a
				  regulated petroleum product, a natural gas utility shall not reduce or
				  discontinue supply to interruptible customers for economic reasons, if the
				  reduction or discontinuation would cause the customer to increase its use of a
				  regulated petroleum product. This provision shall not apply in the case of a
				  coincident natural gas and petroleum shortage.
New Jersey Administrative Code › Title 14 - PUBLIC UTILITIES › Chapter 29 - ENERGY EMERGENCY › Subchapter 6 - REGULATION AND CONTROL OF SALE OF MOTOR FUEL › Section 14:29-6.1 - Scope

Current through Register Vol. 56, No. 14, July 15, 2024
If, during an energy emergency, the Board determines that
				  there is a significant shortage of motor fuel, this subchapter shall apply to
				  all sales of motor fuel made by retail dealers to operators of motor vehicles.
				  The terms "sales," "motor fuel," "retail dealer" and "motor vehicle" are
				  defined at
				  14:29-1.2.
New Jersey Administrative Code › Title 14 - PUBLIC UTILITIES › Chapter 29 - ENERGY EMERGENCY › Subchapter 6 - REGULATION AND CONTROL OF SALE OF MOTOR FUEL › Section 14:29-6.2 - Days of access to retail dealers-odd/even measure

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Upon
				determination of motor fuel shortage by the Board in accordance with
				14:29-6.1, no retail dealer shall
				sell any motor fuel for use in a service tank in a passenger automobile, as
				defined at
				14:29-1.2, except as set forth in
				the following schedule:
1. Operators of
				passenger automobiles bearing license plates the last number of which is an
				even number shall be permitted to purchase motor fuel for use in the service
				tank of said passenger automobile on even numbered days of each
				month;
2. Operators of passenger
				automobiles bearing license plates the last number of which is an odd number or
				containing no number shall be permitted to purchase motor fuel for use in the
				service tank of said passenger automobile on odd numbered days of each month;
				and
3. Operators of passenger
				automobiles bearing license plates from any other state or foreign nation shall
				be permitted to purchase motor fuel on the same odd/even basis described at
				(a)1 and 2 above.
New Jersey Administrative Code › Title 14 - PUBLIC UTILITIES › Chapter 29 - ENERGY EMERGENCY › Subchapter 6 - REGULATION AND CONTROL OF SALE OF MOTOR FUEL › Section 14:29-6.3 - Quantity of motor fuel

Current through Register Vol. 56, No. 14, July 15, 2024
Upon a determination by the Board in accordance with
				  14:29-6.1, the Board may establish
				  minimum or maximum quantities of motor fuel to be sold to any purchaser,
				  including limitations on the number of gallons to be sold and/or limitations on
				  the number of dollars worth of motor fuel to be sold.
New Jersey Administrative Code › Title 14 - PUBLIC UTILITIES › Chapter 29 - ENERGY EMERGENCY › Subchapter 6 - REGULATION AND CONTROL OF SALE OF MOTOR FUEL › Section 14:29-6.4 - Methods for notifying public

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Every retail
				dealer of motor fuel shall conspicuously display a flag, so that it is easily
				visible to the public, during such time that his or her place of business is
				open, as follows:
1. A red flag shall be
				displayed when motor fuel is not available for sale to members of the general
				public;
2. A green flag shall be
				displayed when all grades of motor fuel are available for sale to members of
				the general public without limitations in regard to the maximum amount which
				may be purchased; and
3. A yellow
				flag shall be displayed when motor fuel is available to members of the general
				public but such sales are limited in regard to the maximum amount which may be
				purchased, or there is a grade of motor fuel which is unavailable for sale to
				members of the general public.
New Jersey Administrative Code › Title 14 - PUBLIC UTILITIES › Chapter 29 - ENERGY EMERGENCY › Subchapter 6 - REGULATION AND CONTROL OF SALE OF MOTOR FUEL › Section 14:29-6.5 - Exemptions from odd/even limits; self-implementing

Current through Register Vol. 56, No. 14, July 15, 2024
(a) This section
				provides for self-implementing exemptions for certain vehicles from the
				odd/even restrictions on sales of motor fuel at
				14:29-6.2. The exemptions provided
				for in this section are self-implementing and shall not require an application
				or prior approval.
(b) The
				following vehicles shall be exempt from the odd/even motor fuel restrictions at
				14:29-6.2:
1. Motor vehicles bearing license plates with
				"MD" identification marks, provided that a physician is riding in the vehicle
				on medical business at the time of the motor fuel purchase;
2. Commercial vehicles, farm vehicles,
				omnibuses, and school buses, as those terms are defined at
				14:29-1.2;
3. Authorized emergency vehicles, as defined
				at 14:29-1.2, whether or not the
				motor fuel is purchased under a contract; and
4. Vehicles owned and operated by the Federal
				government, or by the State of New Jersey or political subdivisions thereof,
				such as counties and municipalities.
New Jersey Administrative Code › Title 14 - PUBLIC UTILITIES › Chapter 29 - ENERGY EMERGENCY › Subchapter 6 - REGULATION AND CONTROL OF SALE OF MOTOR FUEL › Section 14:29-6.6 - Exemptions from odd/even limits; by application

Current through Register Vol. 56, No. 14, July 15, 2024
(a) This section
				provides for exemptions for certain vehicles, to be issued by the Division of
				Reliability and Security staff, in consultation with the Division of Energy,
				from the odd/even restrictions on sales of motor fuel at
				14:29-6.2. An exemption issued
				under this section applies to the vehicle and not to its operator.
(b) Once issued, an exemption under this
				section is not transferable to another vehicle. All exemptions issued under
				this section shall expire upon the lifting of the energy emergency.
(c) Vehicles owned by employees or elected
				officials, who serve county and/or municipal governments, are not eligible for
				exemption under this section.
(d)
				To obtain an exemption under this section, a person shall submit an application
				to the Division of Reliability and Security, at the address in
				14:29-5.3(d),
				which includes documentation that one or more of the following criteria are
				met:
1. The exemption is necessary in order
				to maintain critical community services, such as meals on wheels or senior
				citizen transport;
2. The exemption
				is necessary to enable a licensed health care professional to perform their
				work;
3. The exemption is necessary
				to maintain operation of a commuter van pool that is recognized by the New
				Jersey Department of Transportation; or
4. Both of the following criteria are met:
i. The exemption will result in clear,
				tangible, and critical benefits to the community; and
ii. Compliance with the odd/even restrictions
				on motor fuel will interfere with the community benefit that would otherwise
				result from use of the vehicle.
New Jersey Administrative Code › Title 14 - PUBLIC UTILITIES › Chapter 29 - ENERGY EMERGENCY › Subchapter 6 - REGULATION AND CONTROL OF SALE OF MOTOR FUEL › Section 14:29-6.7 - Truck stops

Current through Register Vol. 56, No. 14, July 15, 2024
(a) If a retailer
				dealer has operated a truck stop, as defined at
				14:29-1.2, continuously since
				January 1, 2002, the dealer may choose to restrict its sales of motor fuel to
				the operators of trucks, as defined at
				14:29-1.2, and truck tractors
				only.
(b) If a retail dealer
				chooses to restrict its sales in accordance with (a) above, the dealer shall
				not sell motor fuel to any operator of a passenger automobile during the energy
				emergency. If a retail dealer sells motor fuel to an operator of a passenger
				automobile, the retail dealer shall be required to sell to all operators of
				passenger automobiles to the extent allowable under this chapter.
(c) If a retail dealer chooses to sell only
				to the operators of trucks and truck tractors under this section, the dealer
				shall post this restriction in a conspicuous place.
New Jersey Administrative Code › Title 14 - PUBLIC UTILITIES › Chapter 29 - ENERGY EMERGENCY › Subchapter 6 - REGULATION AND CONTROL OF SALE OF MOTOR FUEL › Section 14:29-6.8 - Police authority to waive regulations in cases of emergency

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Notwithstanding
				any of the provisions of this subchapter, police departments of the Division of
				State Police in the Department of Law and Public Safety and police departments
				of any New Jersey municipality may, in cases of bona fide emergency, permit a
				retail dealer to sell motor fuel at any time to the operator of a motor vehicle
				who would otherwise not be entitled to purchase motor fuel under this
				subchapter.
(b) In every instance
				where a waiver of these rules is granted, the police department involved shall
				make a written record, setting forth the name of the person requesting such
				waiver, the name of the person granting the waiver, the waiver granted and the
				reasons therefor.
(c) For the
				purposes of this subchapter, a bona fide emergency shall be deemed to exist
				when a police officer determines that the use of a motor vehicle is necessary
				for the life, health or safety of an individual or community.
(d) Any person procuring motor fuel by
				falsely claiming bona fide emergency shall be deemed to be in violation of this
				section.
New Jersey Administrative Code › Title 14 - PUBLIC UTILITIES › Chapter 29 - ENERGY EMERGENCY › Subchapter 6 - REGULATION AND CONTROL OF SALE OF MOTOR FUEL › Section 14:29-6.9 - Sale to emergency vehicles on demand

Current through Register Vol. 56, No. 14, July 15, 2024
Notwithstanding any provision of this chapter to the
				  contrary, a retail dealer shall sell motor fuel to an operator of an authorized
				  emergency vehicle, as defined at
				  14:29-1.2, immediately upon demand
				  at any time including those hours when a retail dealer is not open for the sale
				  of motor fuel to the general public.
New Jersey Administrative Code › Title 14 - PUBLIC UTILITIES › Chapter 29 - ENERGY EMERGENCY › Subchapter 6 - REGULATION AND CONTROL OF SALE OF MOTOR FUEL › Section 14:29-6.10 - Preemption of local law

Current through Register Vol. 56, No. 14, July 15, 2024
All local and county regulations, statutes, ordinances and
				  proclamations dealing with the subject matter of this subchapter are hereby
				  superseded, to the extent that they conflict with this subchapter.
New Jersey Administrative Code › Title 14 - PUBLIC UTILITIES › Chapter 29 - ENERGY EMERGENCY › Subchapter 6 - REGULATION AND CONTROL OF SALE OF MOTOR FUEL › Section 14:29-6.11 - Interference with compliance

Current through Register Vol. 56, No. 14, July 15, 2024
(a) No person shall
				threaten, interfere, or attempt to interfere with the retail dealer with
				respect to compliance with the provisions of this subchapter.
(b) No person shall knowingly or willfully
				misrepresent a motor vehicle as one entitled to an exemption from this
				subchapter or to a priority thereunder. Such misrepresentation includes, but is
				not limited to, falsely identifying a motor vehicle as a commercial
				vehicle.
(c) If such
				misrepresentation is of a continuing nature, each day during which it continues
				shall constitute an additional, separate and distinct offense. Penalties
				imposed resulting from a violation of this section shall not preclude the
				application of any other penalties, civil or criminal, as prescribed by
				law.
New Jersey Administrative Code › Title 14 - PUBLIC UTILITIES › Chapter 29 - ENERGY EMERGENCY › Subchapter 6 - REGULATION AND CONTROL OF SALE OF MOTOR FUEL › Section 14:29-6.12 - Preferred customers; sale on first-come, first-served basis

Current through Register Vol. 56, No. 14, July 15, 2024
(a) No retail
				dealer shall give preferential treatment including, but not limited to,
				separate pumps, separate pump lines, separate hours of sale, or sale by
				appointment to preferred or regular customers.
(b) All sales of motor fuel shall be on a
				first-come, first-served basis.
New Jersey Administrative Code › Title 14 - PUBLIC UTILITIES › Chapter 29 - ENERGY EMERGENCY › Subchapter 6 - REGULATION AND CONTROL OF SALE OF MOTOR FUEL › Section 14:29-6.13 - Sale of motor fuel in containers

Current through Register Vol. 56, No. 14, July 15, 2024
(a) No person
				shall, for other than commercial or farm purposes, purchase or attempt to
				purchase from a retail dealer by distribution directly into a container
				unrelated to an internal combustion engine more than one gallon of motor
				fuel.
(b) No retail dealer shall,
				for other than commercial or farm purposes, sell, or attempt to sell, by
				distribution directly into a container unrelated to an internal combustion
				engine more than one gallon of motor fuel.
New Jersey Administrative Code › Title 15 - STATE › Chapter 1 - DISABILITY DISCRIMINATION GRIEVANCE PROCEDURE › Subchapter 1 - DEFINITIONS › Section 15:1-1.1 - Definitions

Current through Register Vol. 56, No. 14, July 15, 2024
The following words and terms, as used in this chapter, shall have the following meanings, unless the context clearly indicates otherwise.
"ADA" means the Americans with Disabilities Act, 42 U.S.C.A. § 12101 et seq.
"Agency" means the New Jersey Department of State.
"Designated decision maker" means the Secretary of State or his or her designee.
New Jersey Administrative Code › Title 15 - STATE › Chapter 1 - DISABILITY DISCRIMINATION GRIEVANCE PROCEDURE › Subchapter 2 - GENERAL PROVISIONS › Section 15:1-2.1 - Purpose

Current through Register Vol. 56, No. 14, July 15, 2024
(a) These rules are adopted by the agency in satisfaction of the requirements of the ADA and regulations promulgated pursuant thereto, 28 C.F.R. 35.107.
(b) The purpose of these rules is to establish a designated coordinator whose duties shall include assuring that the agency complies with and carries out its responsibilities under the ADA. Those duties shall also include the investigation of any complaint filed with the agency pursuant to N.J.A.C. 15:1-4.
New Jersey Administrative Code › Title 15 - STATE › Chapter 1 - DISABILITY DISCRIMINATION GRIEVANCE PROCEDURE › Subchapter 3 - DESIGNATED ADA COORDINATOR › Section 15:1-3.1 - Designated ADA coordinator

Current through Register Vol. 56, No. 14, July 15, 2024
(a) The designated coordinator of ADA compliance and complaint investigation for the agency is:
John F. Kettner
ADA Coordinator
New Jersey Department of State
CN 459
Trenton, New Jersey 08625
(b) All inquiries regarding the agency's compliance with the ADA and the availability of accommodation which would allow a qualified individual with a disability to receive services or participate in a program or activity provided by the agency should be directed to the designated coordinator identified in (a) above.
(c) All grievances alleging that the agency has failed to comply with or has acted in a way that is prohibited by the ADA should be directed to the designated ADA coordinator identified in this section, in accordance with the procedures set forth in N.J.A.C. 15:1-4.
New Jersey Administrative Code › Title 15 - STATE › Chapter 1 - DISABILITY DISCRIMINATION GRIEVANCE PROCEDURE › Subchapter 4 - ADA GRIEVANCE PROCEDURE › Section 15:1-4.1 - Grievance procedure

Current through Register Vol. 56, No. 14, July 15, 2024
A grievance alleging that the agency has failed to comply with the ADA or has acted in a way that is prohibited by the ADA shall be submitted either in writing or orally to the designated ADA coordinator identified in 15:1-3.1 within 30 days of the grievant becoming aware of the alleged violation. A grievance alleging employment discrimination will be processed pursuant to the rules of the Department of Personnel, 4A:7-1.1 through 3.4, if those rules are applicable.
New Jersey Administrative Code › Title 15 - STATE › Chapter 1 - DISABILITY DISCRIMINATION GRIEVANCE PROCEDURE › Subchapter 4 - ADA GRIEVANCE PROCEDURE › Section 15:1-4.2 - Grievance contents

Current through Register Vol. 56, No. 14, July 15, 2024
(a) A grievance submitted pursuant to this subchapter may be submitted in or on the form set forth at 15:1-4.3.
(b) A grievance submitted pursuant to this subchapter shall include the following information:
1. The name of the grievant and/or any alternate contact person designated by the grievant to receive communication or provide information for the grievant;
2. The address and telephone number of the grievant or alternate contact person; and
3. A description of manner in which the ADA has not been complied with or has been violated, including times and locations of events and names of witnesses if appropriate.
New Jersey Administrative Code › Title 15 - STATE › Chapter 1 - DISABILITY DISCRIMINATION GRIEVANCE PROCEDURE › Subchapter 4 - ADA GRIEVANCE PROCEDURE › Section 15:1-4.3 - Grievance form

Current through Register Vol. 56, No. 14, July 15, 2024
The following form may be utilized for the submission of a grievance pursuant to this subchapter:
Americans with Disabilities Act Grievance Form
Date:
.....................................................................
Name of grievant:
.....................................................................
Address of grievant:
.....................................................................
Telephone number of grievant:
.....................................................................
Name, address and telephone number
of alternate contact person:
.....................................................................
.....................................................................
Agency alleged to have denied access:
Department:
.....................................................................
Division:
.....................................................................
Bureau or office:
.....................................................................
Location:
.....................................................................
Incident or barrier:
.....................................................................
Please describe the particular way in which you believe you have been denied the benefits of any service, program or activity or have otherwise been subject to discrimination. Please specify dates, times and places of incidents, and names and/or positions of agency employees involved, if any, as well as names, addresses and telephone numbers of any witnesses to any such incident. Attach additional pages if necessary.
.....................................................................
.....................................................................
.....................................................................
.....................................................................
.....................................................................
.....................................................................
Proposed access or accommodation:
If you wish, describe the way in which you feel access may be had to the benefits described above, or that accommodation could be provided to allow access.
.....................................................................
.....................................................................
.....................................................................
A copy of the above form may be obtained by contacting the designated ADA coordinator identified at 15:1-3.1.
New Jersey Administrative Code › Title 15 - STATE › Chapter 1 - DISABILITY DISCRIMINATION GRIEVANCE PROCEDURE › Subchapter 4 - ADA GRIEVANCE PROCEDURE › Section 15:1-4.4 - Investigation

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Upon receipt of a grievance submitted pursuant to this subchapter, the designated ADA coordinator will notify the grievant of the receipt of the grievance and the initiation of an investigation into the matter. The designated ADA coordinator will also indicate a date by which it is expected that the investigation will be completed, which date shall not be later than 45 days from the date of receipt of the grievance, if practicable or unless a later date is agreed to by the grievant.
(b) Upon completion of the investigation, the designated ADA coordinator shall prepare a report for review by the designated decision maker for the agency. The designated decision maker shall render a written decision within 45 days of receipt of the grievance, if practicable or unless a later date is agreed to by the grievant, which decision shall be transmitted to the grievant and/or the alternate contact person if so designated by the grievant.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 1 - GENERAL PROVISIONS › Section 15:3-1.1 - Purpose; scope

Current through Register Vol. 56, No. 14, July 15, 2024
Pursuant to P.L. 1920, c. 46 (N.J.S.A. 47:2-3 et seq.), P.L. 1953, c. 410 (N.J.S.A. 47:3-26 etseq.), and P.L. 1994, c. 140 (N.J.S.A. 47:3-26 as amended), the Division of Archives and Records Management in the Department of State is charged with establishing a systematic and comprehensive framework for the management of public records of all public entities at the State, county, and local government levels, including subdivisions thereof, any department, division, board, bureau, office, commission, district, or institution, or other instrumentality within or created by the State or political subdivision or combination of political subdivisions; or any school, fire, or water district o other special district or districts; and any independent authority, commission, district, institution, or instrumentality; or special districts, and authorities.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 1 - GENERAL PROVISIONS › Section 15:3-1.3 - Systems of recording; rules; alteration, correction, and revision of records

Current through Register Vol. 56, No. 14, July 15, 2024
(a) To the maximum extent possible, public agencies should seek to adopt and use effective and efficient systems, including automated electronic records systems, to record, file, register, index, process, and provide access to public records. In doing so, public agencies shall conform to the rules promulgated by the Division in compliance with the Administrative Procedure Act, P.L. 1968, c. 410 (N.J.S.A. 52:14B-1 et seq.) and the Rules for Agency Rulemaking, N.J.A.C. 1:30.
(b) Any system for recording, filing, registration, or indexing that employs data processing or image processing, either new or one that has been previously adopted, is subject to the rules promulgated by the Division, pursuant to P.L. 1994, c. 140, § 6 (
47:1-12
).
(c) Whenever it shall be necessary to alter, correct or revise the record pertaining to any paper, document or instrument, or the index pertaining to the same, which shall previously have been recorded, filed, registered, or indexed, the officer responsible for maintaining such records or custodian thereof shall cause a notation to be made of the date and nature of the alteration, correction or revision, which notation shall become part of the record, as stipulated in 47:1-13. The officer or custodian shall also preserve the record in its original form prior to alteration, correction or revision, and the same shall be available to any citizen of this State, pursuant to P.L. 1963, c.73 (47:1A-1 et seq.).
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 1 - GENERAL PROVISIONS › Section 15:3-1.5 - Responsibilities of public agencies; records programs

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Public agencies shall have the following responsibilities for assisting the records programs of the State under the Division of Archives and Records Management:
1. Provide advice to the Division concerning the public records in their care and custody;
2. Inform the Division of technical, legal, or procedural innovations or solutions to problems that have been adopted by the agency and that contribute to effective and efficient records management; cooperate with the Division in surveys of historical and other public records for the purpose of planning and Statewide needs assessments;
3. Appoint, maintain and quarter within their respective administrative offices at least one Records Officer or Records Liaison to serve as a records management officer, and such support staff as may be necessary to carry out the provisions of this title, and the division shall provide training assistance and coordination for such records officers, liaison, and support staff as part of the State and local archives and records management program; and
4. Submit to the Division annually, or when requested, reports on any changes in the appointment of Records Officers or Records Liaisons, public officials or officers of the agency, records retention requirements, or status of public records and records systems.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 1 - GENERAL PROVISIONS › Section 15:3-1.6 - Standards referenced

Current through Register Vol. 56, No. 14, July 15, 2024
(a) The standards listed below are adopted and incorporated into this chapter by reference as cited or as amended and supplemented. Reference to or citation of any of the following standards in this chapter shall be construed to refer to the year or edition of said standards cited in this section or the current version thereof:
1. The following standards concern definitions:
i. A4759 (2007), "Glossary of Records and Information Management Terms"
(15:3-1.2, 3.4(a)l, 5.3 and 6.2)
This glossary establishes a standard meaning and definition for terms and phrases used for records and information management material, practices and technologies.
ii. ANSI/AIIM TR2-1998, "Glossary of Document Technologies"
(N.J.A.C. 15:3-1.2, 5.3 and 6.2)
This glossary establishes a standard meaning and definition for terms and phrases used in imaging and microfilming material, practices and technologies.
iii. SAA 460 (2005), "A Glossary of Archival and Records Terminology"
(15:3-1.2 and 6.2)
This glossary establishes a standard meaning and definition for terms and phrases used for material, practices and technologies employed in archives, historical repositories and records management programs.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 2 - RECORDS RETENTION › Section 15:3-2.2 - Disposal of public records

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Any State or local government agency desiring authorization to destroy records in its possession shall, at least 23 working days, excluding State holidays, prior to the date proposed for the destruction of the records, submit to the Division a request for such authorization in the manner and form prescribed by the Division. The following procedure will be followed by the appropriate parties in sequence in processing requests for authorization:
1. The agency shall prepare a "Request and Authorization for Records Disposal" form in quadruplicate. Copies of the form are available upon request from the Bureau of Records Management of the Division of Archives and Records Management. The agency shall send the completed form to the Division.
2. The Division of Archives and Records Management shall review the disposal request for completeness, and enter the date of authorization and the authorization number. The Division of Archives and Records Management shall approve, disapprove or amend the request for authorization, based upon established records retention schedules. If approved, the authorization shall be signed by the Director of the Division, as Secretary to the State Records Committee, or his or her designee, and, if not approved, the request shall be returned to the originating agency with an explanation of errors to be corrected.
3. The State Records Committee shall approve, disapprove or amend any request for authorization if the item is not based upon an established schedule that has been adopted by the Committee.
4. The Division of Archives and Records Management shall file and maintain the original copy of the form; return the signed copy to the agency; and, for State agencies, forward the Auditor's copy to the Office of the State Auditor, and, for local agencies, forward the Auditor's copy to the auditor designated by their governing body.
5. The requesting agency shall examine the returned copy for any changes or omissions. When destruction has been completed, return the follow-up copy to the Division with the necessary disposition information.
6. The requesting agency shall retain their copy of the completed form permanently in their files as proof of authorization of destruction of the corresponding record or records.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 2 - RECORDS RETENTION › Section 15:3-2.3 - State Records Center

Current through Register Vol. 56, No. 14, July 15, 2024
(a) The following pertain to records storage centers:
1. A records storage center, commonly called a records center, is a low cost, centralized area for housing and servicing noncurrent and semicurrent records whose reference rate does not warrant their storage in expensive office space and equipment.
2. Records should be transferred to the records center when they become sufficiently inactive to permit their removal from the offices having custody of them.
3. Records transferred to the records center remain in the legal custody of the originating agency.
4. The records center furnishes the necessary retrieval service to the files in its custody, return designated files to the originating agency for reference, and dispose of records after their retention period has expired.
5. Records centers used for the storage and maintenance of public records must meet all standards and guidelines established for storage as established under N.J.A.C. 15:3-6, Storage of Public Records.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 2 - RECORDS RETENTION › Section 15:3-2.4 - State Archives

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Records in the custody of State agencies designated as permanent or archival records shall be transferred to the Division of Archives and Records Management for permanent preservation. The Director of the Division of Archives and Records Management, or his or her representative, shall designate which records are archival. Such designation shall be approved by the State Records Committee and incorporated in a records retention schedule for such records.
(b) Archival or permanent records in the custody of local agencies may, upon determination of the Division, be transferred to the Division of Archives and Records Management for permanent preservation. The Director of the Division of Archives and Records Management, or his or her representative, shall designate which records are archival. Such designation shall be approved by the State Records Committee and incorporated in a records retention schedule for such records.
(c) The transfer of archival records from the office of their origin to the State Archives shall be made at such times and in the manner and form prescribed by the Division. The State Archives shall receive and maintain legal custody of all public records transferred pursuant to (a) and (b) above, along with all copyrights, literary rights, and rights of reproduction, attached thereto, unless otherwise agreed upon at the time of transfer.
(d) Pursuant to P.L. 1928, c.205, § 1, as amended by P.L. 1936, c.121, § 1 (47:3-27 ), the Division is empowered to demand and receive from any person any public record in private possession belonging to this State, or to any county, municipality or school district thereof.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 2 - RECORDS RETENTION › Section 15:3-2.5 - Vital records program

Current through Register Vol. 56, No. 14, July 15, 2024
(a) This section prescribes policies and procedures for establishing a program for the identification and protection of vital records, those records needed by State agencies and authorities or its political subdivisions for continuity of operations before, during, and after emergencies, and those records needed to protect the legal and financial rights of State or local government and persons affected by State or local government activities. The records may be maintained on a variety of media including paper, magnetic tape or disk, photographic film, and microfilm. The management of vital records is part of an agency's continuity of operations plan designed to meet emergency management responsibilities.
(b) Heads of State and local government agencies and authorities and/or their governing bodies are responsible for establishment and maintenance of a vital records program for the records of their agency, as defined in P.L. 1953, c.410 § 2 as amended by P.L. 1994, c.140, § 3 (47:3-16 ), pursuant to provisions of the following State statute and rules:
1.P.L. 1953, c.410, "Destruction of Public Records Law (1953)," as amended by P.L. 1994, c.140 (47:3-15 et seq.);
2.
										15:3-2.2(a), concerning procedures for requesting routine and special authorization for disposal of records; and
3.
										15:3-4.4(d)  and 5.5, concerning disaster planning and recovery.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 2 - RECORDS RETENTION › Section 15:3-2.7 - Standards for paper for permanent records

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Statement of applicability. These standards shall apply to records of State or local government agencies that have been designated as permanent or archival records pursuant to P.L. 1953, c. 410 (47:3-15 et seq.) and to any volumes or papers used for recording permanent or archival records.
(b) Referenced standards. The standard for permanent records in paper form is intended to be used in conjunction with the following standards, which are incorporated herein by reference. When these standards are superseded by a revision, approved by the promulgating organization, the revision shall apply. Identification of the issuing agency and contact information to obtain a copy of these standards can be found in 15:3-4.2.
1. American National Standards Institute and National Information Standards Organization, ANSI/NISO Z339.48-1992 (R2002), Permanence of Paper for Publications and Documents in Libraries and Archives;
2. American Society for Testing Materials, ASTM D3290-00 (2005), Standard Specifications for Bond and Ledger Papers for Permanent Records; and
3. American Society for Testing Materials, ASTM D3208-00 (2005), Standard Specifications for Manifold Papers for Permanent Records.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 3 - STANDARDS FOR MICROFILMING OF PUBLIC RECORDS › Section 15:3-3.1 - Standards for microfilming public records; purpose

Current through Register Vol. 56, No. 14, July 15, 2024
(a) The microfilm standards established under this subchapter are intended to promote uniformity and quality in the production of microforms of the records of State and local governments in New Jersey. This subchapter:
1. Establishes standards for copying records by photographic and microphotographic means;
2. Establishes standards and procedures for use of micrographic technologies to create, use, store, retrieve, preserve and dispose of public records created, received or maintained in any State or local government agency of the State of New Jersey; and
3. Provides for centralized microfilming and services for State and local agencies.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 3 - STANDARDS FOR MICROFILMING OF PUBLIC RECORDS › Section 15:3-3.4 - Microfilm standards incorporated by reference

Current through Register Vol. 56, No. 14, July 15, 2024
(a) The following standards are hereby incorporated in this subchapter by reference, as amended and supplemented. They are available from the issuing organizations at the addresses listed in this section.
1. American National Standards Institute (ANSI) and International Organization for Standardization (ISO) standards. ANSI and ISO standards cited herein are available from the American National Standards Institute, 11 West 42nd St., New York, NY 10036. The standards can be ordered on line at:
webstore.ansi.org/ansidoc
store/default.asp.
i. ANSI/ARMA 10-1999, Glossary of Records Management Terms;
ii. ANSI/ISO 10602:1995 or ANSI/NAPM IT9.1-1996 Imaging Materials--Processed Silver-Gelatin Type Black-and-White Film--Specifications for Stability;
iii. ANSI/NAPM IT2.19-1994, American National Standard for Photography--Density Measurements--Part 2: Geometric Conditions for Transmission Density;
iv. ANSI/NAPM IT2.18-1996, Photography--Density Measurements--Part 3: Spectral Conditions;
v. ANSI/PIMA IT9.2-1998, American National Standard for Imaging Media--Photographic Processed Films, Plates, and Papers--Filing Enclosures and Storage Containers; and
vi. ISO 18911:2000, Imaging materials--Processed safety photographic films--Storage Practices.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 3 - STANDARDS FOR MICROFILMING OF PUBLIC RECORDS › Section 15:3-3.5 - State and local agencies; microfilmed records

Current through Register Vol. 56, No. 14, July 15, 2024
(a) In order to adequately protect the public interest in the effective, economic, and efficient management of all of the records of State and local government in the State of New Jersey and to ensure the preservation of the historical heritage of the State for future generations, every agency, as defined in N.J.A.C. 15:3-1.2, shall:
1. Pursuant to 15:3-1.5(a)3, assign responsibility for an agency-wide program for managing microform records and notify the Division of the name and title of the person assigned the responsibility;
2. Strictly apply State standards and rules for the creation and use of microform records;
3. Manage microformed records as part of other records and information resources management programs of the agency;
4. Include microform records management objectives, responsibilities, and authorities in pertinent agency directives and disseminate them to appropriate officials;
5. Address records management issues, including disposition, before approving new microform records systems or enhancements to existing systems;
6. Train the managers and users of microform records;
7. Develop records schedules covering both source documents (originals) and microform records and finding aids, secure State Records Committee approval, and apply the disposition instructions;
8. Schedule computerized indexes associated with microform records, such as in a computer-assisted retrieval (CAR) system;
9. Ensure that paper records are not destroyed after microfilming without authorization from the Division; and
10. Review practices used to create and manage microform records periodically to ensure compliance with State standards in this subchapter.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 3 - STANDARDS FOR MICROFILMING OF PUBLIC RECORDS › Section 15:3-3.6 - Microfilm standards; reproduction of original records

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Pursuant to the "Destruction of Public Records Law," P.L. 1953, c.410 (47:3-15 to 32 as amended), the photograph, microphotograph, microfilm, or data processed or image processed document or a certified copy of a public record shall have the same force and effect as the original record, provided it conforms to the standards, procedures and rules established by the Division of Archives and Records Management with the approval of the State Records Committee, and the original records may be destroyed or the records therein effectively obliterated, provided said Division has first given its written consent to such destruction or other disposition.
(b) The following standards must be met for documentation and authentication before permission to destroy the originals is granted:
1. Since many factors are involved in the use of microphotography for records management, a careful analysis of each record group should be made before microfilming. Following are some of the most important factors in determining which records are to be filmed:
i. Retention period and volume are perhaps the most important aspects to consider. Since microfilming is expensive, only a large volume of records with retention periods of seven years or longer are ordinarily considered good candidates for microfilming. There are, however, exceptions to this rule of thumb. Records of shorter retention periods but of such volume or use that storage becomes a problem would be one such exception.
ii. Another important factor to be considered is the usage and rate of reference to records. Records with high reference rates or unusual methods of indexing or retrieval may be poor subjects for microfilming.
iii. The records considered for filming must be sufficiently arranged, identified and indexed to insure reasonable ease in locating and retrieving individual documents after they are microfilmed.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 3 - STANDARDS FOR MICROFILMING OF PUBLIC RECORDS › Section 15:3-3.7 - Aperture cards

Current through Register Vol. 56, No. 14, July 15, 2024
(a) The components of the aperture card, including the paper and adhesive, must conform to the requirements of ANSI/PIMA IT9.2-1998 as amended or supplemented, incorporated by reference herein.
(b) The 35mm film used in the aperture card application must conform to film designated as LE 500 in ANSI/NAPM IT9.1-1996.
(c) When microfilming on 35mm film for aperture card applications, the format dimensions in ANSI/AIIM MS32-1996, Table 1 are mandatory, and the aperture card format "D Aperture" shown in ANSI/AIIM MS41-1996, Figure 1, shall be used.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 3 - STANDARDS FOR MICROFILMING OF PUBLIC RECORDS › Section 15:3-3.8 - Computer output microfilm

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Computer output microfilm (COM) must meet the requirements of ANSI/AIIM MS1-1996 as amended or supplemented, incorporated by reference herein.
(b) For microfilming source documents or computer generated information (COM) on microfiche, the formats and reduction ratios prescribed in ANSI/AIIM MS5-1992 shall be used as specified for the size and quality of the documents being filmed.
(c) Computer output microfilm (COM) generated images shall be the simplex mode described in ANSI/AIIM MS14-1996 as amended or supplemented, incorporated by reference herein, at an effective ratio of 1:24 or 1:48 depending upon the application.
(d) ANSI/AIIM MS23-1998 as amended or supplemented, incorporated by reference herein, shall be followed for determining the appropriate reduction ratio and format for microfiche to meet image quality requirements.
(e) Indices on computer-generated microforms shall follow the data on a roll of film or in the last frames of a single microfiche, or the last frames of the last fiche in a series pursuant to 15:3-3.6(b)2  i(3).
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 3 - STANDARDS FOR MICROFILMING OF PUBLIC RECORDS › Section 15:3-3.9 - Microfiche

Current through Register Vol. 56, No. 14, July 15, 2024
(a) An uncut duplicate roll of silver halide film shall be created or preserved for storage as a master negative for all public records stored and used on microfiche, unless previous approval has been granted by the Chief of the Bureau of Micrographics and Alternate Records Storage or the Supervisor of Micrographics and Imaging Services.
(b) Pursuant to 15:3-3.6(b)14  vi(5), when film is to be cut for jackets or aperture cards, the original roll may be used, provided an uncut duplicate roll of silver halide film has been prepared previously for storage as a master negative.
(c) For microfiche, indices shall be placed in the last frames of the last microfiche or microfilm jacket of a series pursuant to 15:3-3.6(b)2  i(2).
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 3 - STANDARDS FOR MICROFILMING OF PUBLIC RECORDS › Section 15:3-3.10 - Updateable microfiche systems

Current through Register Vol. 56, No. 14, July 15, 2024
(a) An updateable microfiche system is to be used only in special applications. Any agency considering using such a system should first contact the Supervisor of Micrographics and Imaging Services to review the proposed applications.
(b) The updateable microfiche must meet the microfilm specifications as outlined in 15:3-3.6 with the following additions:
1. Each microfiche must have the specified targets at the beginning and ending of each row;
2. Each time a microfiche is updated, a certificate of authenticity shall be inserted at the end of the added documents;
3. If permanent records are to be microfilmed and the hard copy records destroyed, the microfiche security copy shall be on silver halide film and stored under archival conditions; and
4. The expunging equipment on the updateable microfiche camera shall be rendered inoperable if an agency intends to request that the original copy of the records that have been microfilmed be destroyed. The hard copy of the records may not be destroyed until approval has been granted by the Division according to the procedures established under 15:3-2.2, Disposal of public records.