Texas Administrative Code › Title 13 - CULTURAL RESOURCES › Part 1 - TEXAS STATE LIBRARY AND ARCHIVES COMMISSION › Chapter 6 - STATE RECORDS › Subchapter B - MICROFILMING STANDARDS FOR STATE AGENCIES › Section 6.21 - 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 Government
					 Code, Chapter 441, or technical report AIIM TR2 adopted by reference in §
										RSA 6.22<subdiv>(a)</subdiv>
					 of this title (relating to Adopted National Standards).
(1) Agency--A state executive, educational,
				  judicial, legislative, or eleemosynary department, institution, board, or
				  commission.
(2) Aperture card--A
				  card with a rectangular opening(s) into which 16mm/35mm microfilm frames can be
				  inserted, mounted, or pre-mounted.
(3) 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.
(4) CAD (computer assisted
				  design)--A method of creating microimages by computer-driven laser.
(5) Convenience film--Microfilm copies of
				  records created only for convenience of use and considered nonrecords under the
				  Government Code, §
										RSA 441.031<subdiv>(5)</subdiv>.
(6) 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.
(7)
				  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.
(8) Duplicate microfilm--A microfilm copy
				  made from the original or master negative. Can be silver, diazo or vesicular
				  film.
(9) Essential record--Any
				  state record necessary to resume or continue a state agency's business; to
				  recreate its legal and financial status; and to preserve the rights of the
				  agency, its employees, and its clients.
(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 administrator--The head of an
				  agency or the person appointed by the head of an agency to act as the agency's
				  representative in all issues of records management policy, responsibility, and
				  statutory compliance pursuant to the Government Code, § 441.037.
(16) Records custodian--The agency employee
				  who is in charge of an office that creates or receives state records.
(17) Records retention schedule--A document
				  prepared in accordance with §
										RSA 6.2
				  of this title (relating to Submission of Records Retention Schedules for
				  Certification).
(18) 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.
(19) Retention
				  period--The period of time during which a state record must be maintained
				  before final disposition.
(20)
				  Security copy--Either the original microfilm or a duplicate that is stored
				  offsite for the full retention period of the record.
(21) State record--Any written, photographic,
				  machine-readable, or other recorded information created or received by a state
				  agency that documents its activities in the conduct of state business or use of
				  public resources. The term does not include library or museum material made or
				  acquired and preserved solely for reference or exhibition purposes, an extra
				  copy of recorded information preserved only for reference, or a stock of
				  publications or blank forms.
(22)
				  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.
(23)
				  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
				  agency of origin, if applicable; name of the records administrator or name and
				  title of the current records custodian; 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.
(24) Vesicular--Photographic film containing
				  one or more photosensitive layers composed of diazonium salt in a thermoplastic
				  material.