Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 7 - LOCAL RECORDS › Subchapter B - MICROFILMING STANDARDS FOR LOCAL GOVERNMENTS › Section 7.21 - Definitions

Current through Reg. 49, No. 28; July 12, 2024
The following words and terms, when used in these sections,
					 have the following meanings, unless the context clearly indicates otherwise.
					 Terms not defined in these sections have the meanings defined in the Local
					 Government Code, Chapter 201, or technical report AIIM TR2 adopted by reference
					 in §
										RSA 7.22<subdiv>(a)</subdiv>
					 of this title (relating to Adopted National Standards).
(1) Aperture card--A card with a rectangular
				  opening(s) into which 16mm/35mm microfilm frames can be inserted, mounted, or
				  pre-mounted.
(2) Batch--A quantity
				  of chemicals or film which has been prepared at one time, and which has been
				  identified through labeling or through other means by the manufacturer as a
				  batch or lot.
(3) CAD (computer
				  assisted design)--A method of creating microimages by computer-driven
				  laser.
(4) Convenience
				  film--Microfilm copies of records created only for convenience of use and
				  considered nonrecords under the Local Government Code, §
										RSA 201.003<subdiv>(8)</subdiv>.
(5) Declaration by the camera operator--A
				  target photographed on film following the filmed records that provides
				  identification of beginning and ending records on the film; signature of the
				  camera operator; date the declaration was filmed; and reduction range, if more
				  than one ratio has been used.
(6)
				  Diazo--A photographic film containing one or more photosensitive layers
				  composed of diazonium salts in a polymeric material which react with coupler(s)
				  to form an azo dye image after film processing.
(7) Duplicate microfilm--A microfilm copy
				  made from the original or master negative. Can be silver, diazo or vesicular
				  film.
(8) Essential record--Any
				  local government record necessary to the resumption or continuation of
				  government operations in an emergency or disaster, to the re-creation of the
				  legal and financial status of the government, or to the protection and
				  fulfillment of obligations to the people of the state.
(9) Local government record--Any document,
				  paper, letter, book, map, photograph, sound or video recording, microfilm,
				  magnetic tape, electronic medium, or other information recording medium,
				  regardless of physical form or characteristic and regardless of whether public
				  access to it is open or restricted under the laws of the state, created or
				  received by a local government or any of its officers or employees pursuant to
				  law, including an ordinance, or in the transaction of public business, except
				  for materials excluded under the Local Government Code, Chapter 201.
(10) Microfilm--Roll microfilm, microfiche,
				  computer output microfilm (COM), and all other formats produced by any method
				  of microphotography or other means of miniaturization on film.
(11) Microfilm container--Generic term for
				  any enclosure in close or direct contact with film such as a reel, can, bag,
				  folder, sleeve (sheath), jacket, envelope, window mount or mat, slide mount,
				  carton, cartridge, cassette, and aperture card.
(12) Microfilming--The methods, procedures,
				  and processes used to produce microfilm.
(13) Needs assessment--A documented process
				  to determine the feasibility and justification for microfilming records
				  including consideration of the retention period and activity rate of the
				  records, advantages and limitations of alternate records media, protection of
				  essential records, access or retrieval concerns, and cost
				  comparisons.
(14) Original
				  microfilm--Film produced directly from the record (also known as
				  first-generation microfilm and camera film).
(15) Records custodian--The appointed or
				  elected public officer who by the state constitution, state law, ordinance, or
				  administrative policy is in charge of an office that creates or receives local
				  government records.
(16) Records
				  management officer--The person identified under the Local Government Code,
				  §
										RSA 203.001
				  or designated under the Local Government Code, §
										RSA 203.025
				  as the records management officer.
(17) Records series--A group of identical or
				  related records that are normally used and/or filed together, and that permit
				  evaluation as a group for retention scheduling purposes.
(18) Retention period--The minimum time that
				  a local government record must be retained as established on a records
				  retention schedule adopted under §
										RSA 7.125
				  of this title (relating to Records Retention Schedules).
(19) Security copy--Either the original
				  microfilm or a duplicate that is stored offsite for the full retention period
				  of the record.
(20) Step-and-repeat
				  system--A method of microfilming by which images are directly placed on an area
				  of film according to a predetermined format, usually in orderly rows and
				  columns.
(21) Title page--A target
				  photographed on film stating that the records are microfilmed in the regular
				  course of business and identifying the name of the government and office of
				  origin, if applicable; name and title of the current records custodian/officer;
				  name and location of service bureau, if applicable; reduction ratio; records
				  series title; inclusive dates of records and volume numbers or serial numbers
				  needed to clearly identify the records; and restriction or classification, if
				  applicable.
(22)
				  Vesicular--Photographic film containing one or more photosensitive layers
				  composed of diazonium salt in a thermoplastic material.