Chapter PR 1

Chapter PR 1

MICROFILM STANDARDS

PR 1.01   Minimum standards of quality for permanent photographic records.

PR 1.02   Documentary standards for permanent photographic records.

PR 1.03   Procedure for microfilming retakes.

PR 1.04   Photographic reproduction of non-permanent public records.

PR 1.01 PR 1.01 Minimum standards of quality for permanent photographic records.

PR 1.01(1) (1) Purpose. The purpose of this rule is to establish uniform and effective criteria for raw film stock used for reproducing permanent records and the testing of processed film to insure the adequacy of processing methods. The standard is not restricted to microfilm, but applies to motion picture films, roll films and sheet films.

PR 1.01(2) (2) Changes. When a state agency, city or village considers that this standard does not provide for its essential needs, it shall send a written request for changing the standard to the committee on public records. The request shall be supported by adequate justification explaining why the standard does not provide for essential needs. The committee on public records will determine the appropriate action to be taken and will notify the agency, city or village.

PR 1.01(3) (3) Standards. Standard film used for permanent photographic records and the processing and development of that film shall conform to the technical standards contained in the following publications:

American Standard Specifications for Photographic Films for Permanent Records, PH 1.28—1957American Standard Method for Determining the Thiosulfate Content of Processed Black and White Photographic Film and Plates, PH 4.8—1958

PR 1.01 Note Note: Reference copies of these standards are available from the department of administration, bureau of program development and management, 101 E. Wilson St., Madison, Wisconsin, and are on file with the legislative reference bureau and the secretary of state. Additional copies are available from the American Standards Association Inc., 10 East 40th Street, New York, New York.

PR 1.01(4) (4) Applicability. The above standards are applicable to cities and villages under s. 18.01 (5) (c), 1961 Stats.

PR 1.01 History History: Cr. Register, July, 1962, No. 79, eff. 8-1-62; am. Register, April, 1964, No. 100, eff. 5-1-64.

PR 1.02 PR 1.02 Documentary standards for permanent photographic records.

PR 1.02(1) (1) Purpose. The purpose of this rule is to prescribe procedures followed in the arrangement, identification, indexing and photographic reproduction of documents so that the microfilm copies will preserve the integrity of and be adequate substitutes for the original records and admissible in evidence in all courts and all other tribunals or agencies in all cases where the original documents are admissible.

PR 1.02(2) (2) Procedure for state agencies. Whenever records of state agencies are microfilmed under s. 16.61 (7), Stats., the following documentary standards shall be followed:

PR 1.02(2)(a) (a) Photograph a title target at the beginning of each roll showing:

PR 1.02(2)(a)1. 1. Name of agency.

PR 1.02(2)(a)2. 2. Brief title of record series and date of initial document photographed.

PR 1.02(2)(a)3. 3. Records disposal authorization number.

PR 1.02(2)(b) (b) Photograph a camera operator’s certificate (Form CPR 10) at the end of each roll showing:

PR 1.02(2)(b)1. 1. Records disposal authorization number.

PR 1.02(2)(b)2. 2. Roll number.

PR 1.02(2)(b)3. 3. Brief title of records series and inclusive dates of records.

PR 1.02(2)(b)4. 4. Brief description of the first and last document on the roll or part of roll of film.

PR 1.02(2)(b)5. 5. A statement signed by the operator substantially as follows: “I certify that I have on this _________________ day of _____________, 19__, photographed the above described documents in accordance with the standards and procedures established by section 16.61, Wis. Stats.”

PR 1.02(2)(c) (c) When the rolls are sent out for processing, send a statement of compliance (Form CPR 11) with the film for signature by the processor, showing:

PR 1.02(2)(c)1. 1. Name of agency.

PR 1.02(2)(c)2. 2. Brief title of records series and inclusive dates of documents.

PR 1.02(2)(c)3. 3. Records disposal authorization number.

PR 1.02(2)(c)4. 4. A statement signed by the processor substantially as follows: “I certify that the film listed above complies with the minimum standards of quality for permanent photographic records, as established by the committee on public records and that the film was processed and developed in accordance with minimum standards established by the committee.”

PR 1.02(2)(c)5. 5. A statement signed by the head of agency or designated representative substantially as follows: “I certify pursuant to section 16.61 (7) (c), Wis. Stats., that this record series has been photographed on the reels of film listed above.”

PR 1.02(3) (3) Procedure for cities and villages. Whenever records of cities or villages are microfilmed under s. 16.61 (7), Stats., the following documentary standards shall be followed:

PR 1.02(3)(a) (a) Photograph a title target at the beginning of each roll showing:

PR 1.02(3)(a)1. 1. Name of city or village and department or agency that created or filed the record.

PR 1.02(3)(a)2. 2. Brief title of records series and date of initial document photographed.

PR 1.02(3)(a)3. 3. Date of records disposal ordinance and identification number of the records series on the list or schedule.

PR 1.02(3)(b) (b) Photograph a camera operator’s certificate at the end of each roll showing:

PR 1.02(3)(b)1. 1. Date records were microfilmed.

PR 1.02(3)(b)2. 2. Roll number.

PR 1.02(3)(b)3. 3. Brief title of records series.

PR 1.02(3)(b)4. 4. Date of records disposal ordinance and identification number of the records series on the list or schedule.

PR 1.02(3)(b)5. 5. A brief description of the first and last documents on the roll or part of a roll film.

PR 1.02(3)(b)6. 6. A statement signed by the operator substantially as follows: “I certify that I have on this ____________ day of _____________, 19____, photographed the above described documents in accordance with the standards and procedures established by section 16.61, Wis. Stats.”

PR 1.02(3)(c) (c) When the rolls are sent out for processing, send a statement of compliance with the film for signature by the processor, showing:

PR 1.02(3)(c)1. 1. Name of city or village and department or agency that created or filed the record.

PR 1.02(3)(c)2. 2. Brief title of records series and inclusive dates of records.

PR 1.02(3)(c)3. 3. Date of records disposal ordinance and identification number of the records series on the list or schedule.

PR 1.02(3)(c)4. 4. A statement signed by the processor substantially as follows: “I certify that the film listed above complies with the minimum standards of quality for permanent photographic records, as established by the committee on public records and that the film was processed and developed in accordance with minimum standards established by the committee.”

PR 1.02(3)(c)5. 5. A statement signed by the head of the department or agency or designated representative, that created or filed the record substantially as follows:

“I certify pursuant to section 16.61 (7) (c), Wis. Stats., that this record series has been photographed on the reel of film listed above.” Or this statement may be omitted if a statement for each record series or schedule such as the following was filed before the filming started:

“I, ___(name)___, employed by ___(city or village)___, do hereby declare that the records microfilmed herein are the actual records of the ____(department or agency and record title)____ created during its normal course of business, and that:

It is the express intent and purpose of this organization:a. to destroy, orb. to otherwise dispose of the original records, orc. in the case of records microfilmed for security and purposes return records to ___(department or agency)___ and file security copy of the microfilm in a safe depository.and that:

The destruction, disposition, or returning of the records microphotographed on this reel is only to be accomplished after inspection of the microfilm to assure completeness of coverage, and that:

It is the policy of this organization to microfilm and dispose or return original records as part of the planned organizational operating procedure.”
Date ___________19_____ _______________________
(month) (date) (signature)
Place _________________ _______________________
(city) (state) (title)
________________________
(department)

PR 1.02(3)(d) (d) File completed statements of compliance with the city or village clerk or other properly designated official.

PR 1.02 History History: Cr. Register, April, 1964, No. 100, eff. 5-1-64; correction in (3) (c) 5., made under s. 13.93 (2m) (b) 5., Stats., Register, August, 1989, No. 404.

PR 1.03 PR 1.03 Procedure for microfilming retakes.

PR 1.03(1) (1) Purpose. Whenever records of a state agency, city or village are microfilmed under s. 16.61 (7), Stats., and documents in the records series are illegible on the processed film, or were missing when the record series was microfilmed, the documents shall be microfilmed as retakes.

PR 1.03(2) (2) Procedure for state agencies.