Section 420.50 Preservation of Records on Microfilm

Section 420

Section 420.50  Preservation

of Records on Microfilm

a)         Certain records indicated in Appendix A may be microfilmed and

such film retained in lieu of the original records, provided the procedures

prescribed herein are followed.

b)         Indicators are used in Appendix A to designate those records

for which microfilm will be accepted in lieu of original records.  These

indicators, listed following the retention period, are as follows:

M  –     Indicates that microfilms may be substituted for retention of

the original records at any time after use of the records for current recording

purposes.

M  –     (with a numeral following)  Indicates that microfilms may be

substituted for retention of the original records only after the original

records have been retained in their original form for at least the number of

years corresponding to the numeral following the "M."  Thus,

"M-10" indicates that a microfilm copy may be made of and substituted

for the original record only after the original record has been retained for at

least ten years.

ME –   Indicates records for which microfilms may be substituted for

retention of the original records only for the period subsequent to the

expiration, cancellation, supersedure or other condition shown in the column

"Period to be Retained."  Thus, for Item 9(e) of Appendix A, microfilms

are not acceptable for current contracts; however, they are acceptable for

expired or cancelled contracts, the retention period for which is three years

after expiration or cancellation.

c)         Absence of an "M" indicator, as explained above,

indicates that microfilms may not be substituted for retention of the records

described.

d)         Prior to photographing, the records shall be so prepared,

arranged, classified and identified as to readily permit the subsequent

location, examination and reproduction of the photographs thereof

years

after expiration or cancellation.

c)         Absence of an "M" indicator, as explained above,

indicates that microfilms may not be substituted for retention of the records

described.

d)         Prior to photographing, the records shall be so prepared,

arranged, classified and identified as to readily permit the subsequent

location, examination and reproduction of the photographs thereof.  Any

significant characteristic, feature or other attribute of the original records

which photography would not reflect clearly (e.g., that the record is a copy or

that certain figures thereon are red) shall be so indicated on the records at

the time of such arrangement, classification and identification.  When a number

of the records to be microfilmed have in common such a characteristic or

attribute, an appropriate notation identifying the characteristic or attribute

may be indicated in a statement at the beginning of the roll of film instead of

on each individual record.

e)         Each roll of film shall include a microfilm of a certificate

or certificates stating that the photographs are direct and facsimile

reproductions of the original records and that they have been made in

accordance with prescribed instructions.  Such certificate or certificates

shall be executed by a person or persons having personal knowledge of the facts

covered thereby.

f)         The photographic matter on each roll shall commence and end

with a statement as to the nature and arrangement of the records reproduced,

the name of the photographer, and the date.  The film shall not be cut between

statements.  Supplemental or retaken film, whether of misplaced or omitted

documents or of portions of a film found to be spoiled or illegible or of other

matter, shall be attached to the beginning of the roll; and, in such event, the

aforementioned certificate or certificates shall cover also such supplemental

or retaken film and shall state the reasons for taking such films

t be cut between

statements.  Supplemental or retaken film, whether of misplaced or omitted

documents or of portions of a film found to be spoiled or illegible or of other

matter, shall be attached to the beginning of the roll; and, in such event, the

aforementioned certificate or certificates shall cover also such supplemental

or retaken film and shall state the reasons for taking such films.

g)         The film stock used and the processing thereof shall comply

with the minimum standards of quality required by the Illinois State Records

Commission. The utility shall be prepared to furnish, at its own expense, appropriate

standard facilities for reading the microfilm; and, if the Illinois Commerce

Commission so directs, furnish a facsimile of any record the original of which

has been destroyed prior to the expiration of the retention period prescribed

in Appendix A.

h)         The microfilm shall be indexed and retained in such manner as

will render them readily accessible and identifiable.  They shall be stored in

such manner as to provide reasonable protection from hazards such as fire,

flood, theft, etc.  The films should be cared for in such manner as to prevent

cracking, breaking, splitting, etc.

i)          Photographic reproduction is not limited to the microfilm

process. With Illinois Commerce Commission approval, other reproduction

techniques, comparable or better in quality than microfilming, may be used.