Records Management has direct responsibility for all microfilming activities of the University to insure that all microfilm conforms to the established American National Standards Institute (ANSI) requirements and standards.
To insure that all microfilming activities conform to the requirements and standards:
- No University records or other materials will be microfilmed without authorization of Records Management.
- All University records and other materials authorized to be microfilmed must be microfilmed by the University Microfilm Facility unless otherwise approved by Records Management.
- No microfilm equipment, supplies or outside services may be purchased without authorization of Records Management.
NOTE: Prior to issuing a purchase order or bid request, Procurement/Materials Management forwards all requisitions involving any microfilm-related purchase to Records Management, 2910 LeMone Blvd., for approval or disapproval.
- Departments doing their own microfilming must follow all ANSI requirements and standards. Departments not following standards will not be allowed to continue microfilming records until such time as they meet standards.
NOTE: Departments must use the Microfilm Facility for film processing and other services unless otherwise approved by Records Management.
Records required to be microfilmed by the Records Retention Authorizations will be microfilmed at the earliest time possible.
General operating funded departments that have records required to be microfilmed by approved Records Retention Authorizations, will not be charged for microfilming of those records. Libraries, archival, manuscripts and other similar materials held as reference materials are not subject to Records Retention Authorization requirement and, therefore, are not eligible to have their microfilming cost covered by the above policy.
Auxiliary funded departments that have records required to be microfilmed by approved Records Retention Authorizations will be charged for microfilming of records.
All original microfilm will be retained by Records Management for security purposes unless otherwise approved by Records Management. Duplicate microfilm will be used internally by departments.
Records designated as vital records with a microfilming requirement will be microfilmed on a regular basis. [See also: 10:050 Vital Records.]
NOTE: Microfilming of vital records will have priority over other records when funds are not available to film all records.