New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 3 - STANDARDS FOR MICROFILMING OF PUBLIC RECORDS › Section 15:3-3.18 - Microfilm projects

Current through Register Vol. 56, No. 14, July 15, 2024
(a) The Division shall provide agencies with expert assistance and advice in establishment and operations of all approved microfilming projects, including the establishment and operation of computer output microfilm (COM), computer assisted retrieval (CAR) systems services, microfilm backup for image processing systems pursuant to N.J.A.C. 15:3-4, Image Processing of Public Records, and 15:3-5, Certification of Image Processing Systems, and all computer-related microfilm technology.
(b) Pursuant to the provisions of Executive Order No. 109(1981), consolidating microfilm units, effective October 8, 1981, the Division shall operate a Centralized Micrographics Service to provide reimbursable microfilming services, including preparing, indexing, and filming of records, inspection of film, and labeling of film containers. Agencies desiring microfilming services from the Division should contact the Division or the director of the records center serving the agency's records for information on services and fees for microfilming services.
(c) All microfilming projects for State agencies, as defined in this section, shall be undertaken by the Microfilm Unit located in the Division, unless otherwise approved by the Chief of the Bureau of Micrographics and Alternate Records Storage or the acting Chief thereof. These projects shall be provided with equipment and supplies on a debit and credit basis, debiting the user the expendable items supplied to them, that is, microfilm machine use, film, and so on. The debit and credit for personnel will be based on the actual working days expended in preparation, filming and checking film for the project, in addition to which the Division shall append a 15 percent fee, based on a percentage of these charges, to meet administrative and document transport costs.
(d) Projects of permanent or lengthy duration, including service contracts with private vendors, may, on approval by the Chief of the Bureau of Micrographics and Alternative Records Storage, or Supervisor of Micrographics and Imaging Services, be conducted by the State agency under whose custody the records remain; provided the following conditions are adhered to:
1. Projects requiring approximately six months or less to complete shall be undertaken by the Microfilm Unit located in the Division. These projects shall be provided with equipment and supplies on a debit and credit basis, debiting the user expendable items supplied to them, that is, microfilm machine use, film, and so on;
2. The debit and credit for personnel shall be based on actual days expended in preparation, filming, and checking film for the project, in addition to which the Division may append a 15 percent fee, based on a percentage of those charges, to meet related administrative and document transport costs; and
3. Projects of permanent or lengthy duration, including service contracts with private vendors, may, on approval by the Chief of the Bureau of Micrographics and Alternative Records Storage, or Supervisor of Micrographic and Imaging Services, be conducted by the State agency under whose custody the records remain; provided the following conditions are adhered to:
i. Standard operating procedures for the project must be instituted and supervised by the Division of Archives and Records Management to insure the accuracy and quality of the work;
ii. Full responsibility for maintaining these specifications and standards shall be assumed by the agency conducting the project; and
iii. Within the limits of time available, the Chief of the Bureau of Micrographics and Alternative Records Storage, or Supervisor of Micrographics and Imaging Services, shall make periodic inspections, pursuant to 15:3-3.1 2, to insure that the microfilm standards and procedures of the State of New Jersey are being implemented and adhered to.