1. A. Microfilm Production

   1. 1. The agency’s records officer must require documentation to be maintained that identifies titles of records filmed, dates records filmed, disposition of records after filming, dates film processed, disposition of film, reduction ratio used, records series contained on each roll of microfilm, and equipment on which each microfilm was filmed and processed. The documentation must be retained until final disposition of all microfilm documented in the log or equivalent.

2. B. Inspection of Stored Microfilm

   1. 1. The following information must be recorded for each inspection of stored microfilm:

      1. a. the quantity and identification of microfilm inspected;
      2. b. the condition of the microfilm including description of any deterioration;
      3. c. any corrective action required;
      4. d. the date(s) of inspection and signed certification of inspector; and
      5. e. the date any corrective action was completed.
   2. 2. The inspection log of stored microfilm must be maintained by year and within each year numerically according to microfilm identifier or number.
3. C. Agency microfilm programs must be reviewed yearly by the agency’s records officer for compliance with R.S. 44, Chapter 5, and this policy.

Authority Note

AUTHORITY NOTE: Promulgated in accordance with R.S. 44:405.

Historical Note

HISTORICAL NOTE: Promulgated by the Department of State, Office of the Secretary of State, Division of Archives, LR 29:963 (June 2003), amended LR 51:1882 (November 2025).