Adopted for the Idaho State Courts on April 15, 1987

Recommended by the Supreme Court Special Projects Committee:

Mrs. Mary Kautz, Clerk of the District Court, Washington County, Chair
Hon. William Black, Trial Court Administrator, Seventh District, Bonneville County
Hon. Don Swanstrom, Trial Court Administrator, First District, Bonner County
Stephen Bouch, Trial Court Administrator, Third District, Canyon County
John Traylor, Assistant Trial Court Administrator, Fourth District, Ada County
Duane Smith, Clerk of the District Court, Minidoka County
Carolyn Yocum, Deputy Clerk of the District Court, Ada County
Ron Longmore, Clerk of the District Court, Bonneville County
Diana Meyer, Deputy Clerk of the District Court, Kootenai County
John Gambee, District Court Reporter, Ada County
Margaret Satterfield, District Court Reporter, Canyon County
John Peay, Trial Court Services Coordinator, Reporter

 Adopted on April 15, 1987, by the Administrative Director of the Courts to guide the development and maintenance of the microfilming of court records.

TABLE OF CONTENTS

STANDARDS FOR MICROFILMING COURT RECORDS

1.0 Introduction

1.1 Objectives

1.2 Definitions

2.0 Microfilming Production and Maintenance Standards

2.1 General Standards

2.2 Microforms Identification

2.3 Verification of Completeness and Accuracy of Microfilm

2.4 Types of Microfilm Copy to be Utilized

3.0 Use of Security Microfilm Copy

4.0 Summary of Guidelines for Storing Long-term Microfilm Copies

4.1 Environmental Storage Conditions for Security Microfilm Copy

4.2 Protection Against Air-Entreated Impurities

4.3 Gaseous Impurities

4.4 Reels and Cores

4.5 Storage Containers

5.0 Stored Microfilm Inspection (to detect and prevent deterioration)

 
Appendix

Density Specifications

Resolution Specifications

Residual Thiosulfate Specifications

Federal Standard 125A

Federal Standard 125D

Glossary

STANDARDS FOR MICROFILMING COURT RECORDS

1.0 INTRODUCTION

These standards apply to microfilming all records of the Judicial Branch for the state of Idaho and are developed to supplement Idaho Court Administrative Rules 37 and 38.

1.1 OBJECTIVES

(a) To provide that microforms produced for or by any court, conform to established standards;

(b) To provide for standards, qualifications, requirements, and restrictions;

(c) To assure that microform copies are equivalents and serve the purposes for which original records were created;

(d) To provide general storage and maintenance procedures for microforms to ensure archival quality;

(e) To provide standards which courts may use as a basis for requirements to enter into or fulfill contractual agreements with microform vendors;

(f) To identify sources for additional information or assistance.

1.2 DEFINITIONS

a. Active Microfilm Copy - Duplicate of security microfilm copy, to be used on site for information retrieval.

b. American National Standards Institute (ANSI) - An organization which provides and publishes national standards on microphotography. Microform standards addressed in the following paragraphs can be obtained by writing: ANSI, 1430 Broadway, New York, New York 10018.

c. Association of Information and Image Management (AIIM) - Organization of professionals involved in development and description of microfilm applications and specifications. The AIIM publish ANSI microfilm standards, and recommended practices for production of microfilm. For more information about microfilm practices write to AIIM, 8719 Colesville Road, Silver Spring, Maryland 20910.

d. Courts - The term "court" shall include the Supreme Court of Idaho; the Court of Appeals, and District Courts and Magistrate Divisions thereof;

e. Court Records - All documents, papers, letters, maps, books, microfilm (except books or film in law libraries), magnetic tape or other material, regardless of physical form or characteristics, made or received pursuant to law or statute, or in the necessary performance of any judicial function, created or received by an official of the courts.

f. Microfilm - Very fine grain, high resolution film capable of containing an image greatly reduced in size from the original; (2) To record on film by micro-photography.

g. Microform - A generic term describing any miniaturized form containing micro images, e.g., microfilm, microfiche, aperture card.

h. Original Source Documents - Records from which paper or microfilm copies are made.

i. Security Microfilm - Original production film maintained for vital records protection in off-site storage and used for duplication of additional reference copies only. For long-term retention, security microfilm copy shall be silver gelatin type (with silver halide emulsion).

a. The integrity of the original source document records authorized for microfilming shall be maintained by ensuring that microfilm copies are equivalent for the original records and serve the purposes for which such records were created and maintained.

b. All microforms produced for the courts, whether from original source documents or from Computer Output Microfilm (COM) shall conform to the following standards.

2.1 GENERAL

a. Microfilm images on security and reference microfilm copies shall contain all of the record detail free of obstructions, shadows or glare, as shown on original source documents.

b. Microfilm images of the records shall be arranged and identified so that any individual document or component of the records can be located with reasonable ease. Any indices, registers, or other findings aid shall be microfilmed and included with the records to which they relate.

c. At least one copy shall be designated as security original microfilm with silver halide emulsion. Duplicated copies consisting of diazo or vesicular film may not be considered archival and shall not be used for security purposes.

d. Security original microfilm may be in either roll form or microfiche.

e. The quality of any microfilm production is affected by proper maintenance and service of the equipment. All equipment shall be regularly cleaned, serviced and otherwise maintained in accordance with the manufacturer=s specifications in the operator=s manual.

f. Microfilming projects, be it a contract with a service bureau, purchase of equipment to start filming within the court, or a change in current practice, shall be brought to the attention of the appropriate administrative district judge and trial court administrator so that the project can be recorded.

a. Roll Microform - The photographic images at the beginning of each roll of microfilm shall include:

1. Information identifying the department whose record it covers;
2. Title page, identifying record title (with) identification of contents if not evident from record title; earliest and latest years or dates of material; security classification, if any; filming reduction ratio; included portion of series (and also between each record if more than one is included on the roll), date of filming and similar related data used for identification purposes.

b. Other Microforms

a. In print visible to the naked eye: title, fiche/jacket number, and other descriptive data such as first and last document identifiers.

b. In reduced print in text: Extracted data; index and page(s) containing listing of pages, contents, and location (except for microfilm jacket or microfiche which is entirely an index);

2. Aperture Card

a. Department of origin;

b. Title; and

c. Document title or locator number.

c. Low Quality Source Documents - Those documents which are unsuitable for producing quality microfilm shall be identified by using the following "target" or "markers" to indicate the condition of the original source document of information:

1. Faded image;

2. Page missing;

3. Red/blue ink;

4. Water damages;

5. Blank page, or any other applicable target/marker to indicate the condition of the original; and

6. A single target may be used at the beginning of the roll indicating low quality documents contained on entire roll.

2.3 VERIFICATION FOR COMPLETENESS AND ACCURACY OF MICROFILM

The Clerk of the District Court must see to it that before any original record is destroyed or the film duplicated, the developed microfilm must be individually inspected. Inspection shall determine that no documents are missing or are out of focus, obscured, or otherwise illegible. If a defect is detected, the document must be rephotographed, inspected and spliced into the appropriate microform. Retakes must be properly identified by targets.

a. The film stock used to make photographic or microphotographic copies of long-term court records shall be safety-based silver gelatin type with a silver halide emulsion.

b. Roll film shall be of 16mm width except for documents larger then 13" x 17". Drawings, plats, X-rays, and other oversize documents shall use 35mm roll microfilm. Computer Output Microfilm (COM) applications may also use 105mm x 148mm cut sheets or 16mm rolls.

c. Microfiche shall be 105mm x 148mm.

d. To provide adequate protection for long-term court records microfilm systems that do not produce a silver gelatin security copy which meets the standards for long-term records, a silver gelatin duplicate negative or positive roll which does meet the standards shall be made. Vesicular or diazo duplicates do not comply with standards and shall not be used for security purposes.

e. COM tends to lose some of its definition after five years and as such should not be used for security purposes. For security purposes, COM should be transferred into roll form.

a. The original security microfilm copy (silver halide) shall never be used for reference purposes, and shall be used only for creation of duplicate masters or reference copies.

b. Microfilm shall be kept clean and unscratched during the inspection and duplication process.

a. The original security microfilm copy of records for long-term and permanent retention is required to be stored in an environmentally controlled storage facility as identified in section 4.1 through 4.3.

b. The original security microfilm copy of records scheduled for retention shall be stored in a building other than the one in which the active copy of film or the original documents are kept.

a. The relative humidity of the storage area shall not exceed 40 percent. Temperatures shall not exceed 20 degrees C (70 degrees F). Rapid and wide range cycling of humidity or temperatures shall be avoided and shall in no instance exceed 5 percent relative humidity or 5 degrees F in a 24 hour period. Where inactivity of the film permits, protection may be increased by conditioning and sealing the film at a lower humidity or storing the film at a lower temperature. Film stores at a relative humidity below 30 percent or a temperature lower than 16 degrees C (60 degrees F) shall be sufficiently warmed and conditioned before use to avoid any possible damage. If possible, approximately 0.05 inches of pressure above vault and in the film inspection area by means of an independent air-conditioning system.

b. Air conditioning shall be kept under sufficient control to meet the standards for temperature and humidity specified above. Dehumidifiers using desiccants shall not be used because, with circulating air in the storage area, there is a danger of abrasive or reactive dust settling on the film. Humidification before storage is not necessary unless the relative humidity in storage areas is less than 15 percent for long periods of time. Water trays or saturated chemical solutions shall not be used because of the serious danger of over humidification.

a. Solid particles that abrade film or react on the image shall be cleaned from the air supplied to microfilm storage and associated rooms by the use of dry media mechanical filters or electrostatic precipators. These filters shall have an arrestance of cleaning efficiency of at least 80 percent when tested with atmospheric air.

b. ANSI PHI.43-1980 cites the report to the National Board of Fire Underwriters for the installation of air conditioning, air heating, air cooling, and ventilating systems. If used, filtering media, casings and castings shall be of the noncombustible type.

Such gaseous impurities as sulfer dioxide, nitrous oxide, peroxide and hydrogen sulfide may cause deterioration of microfilm. Microfilm shall not be stored in commercial storage facilities with other types of film, either in the same room or in rooms connected by ventilating ducts, because gases given off by the nonsilver-gelatin film may damage or destroy the safety base film.

4.4 REELS AND CORES

The materials used for the cores and reels shall be non-corroding, such as plastic compounds or nonferrous metals. Plastics and lacquers that might give off reactive fumes or emissions during storage shall not be used. The plastics must be free of peroxides. Paper strips or rubber bands shall not be used to fasten film onto reels or cores. The materials used shall not ignite, decompose, or develop reactive fumes or vapors.

4.5 STORAGE SECURITY MICROFILM

a. Microfilm in roll form shall be stored in a closed container made of an inert material such as nonferrous metal or plastic of proven quality. The container shall be sealed when necessary to maintain prescribed humidity limits or to protect the film against gaseous impurities. If proper temperature and humidity are maintained as prescribed in section 4.1, and if there is good ventilation and clean air in the storage area, then containers need not be sealed.

b. Microfilm in jacket form shall be stored in suitable plastic enclosures, the materials of which consist of uncoated polyester (polyethylene terepthalate) or uncoated cellulose acetate. These materials are found to be generally inert, unplasticized, and of good chemical stability. Other types of coating are to be employed to avoid sticking of the image surface, or the escape of residual solvents or plasticizers, which may harm the photographic image.

a. The clerk of the district court, or his or her designee shall at approximately 2-year intervals, shall inspect a one percent sample of randomly selected rolls of security microfilms allowing some overlapping to note any changes in previously inspected samples. The film shall be inspected for mold or fungus, excessive brittleness, film curl or discoloration, adherence of the emulsion to the base, evidence of adhesion, and the presence of blemishes.

b. A re-reading of resolution test targets and remeasurement of the film density shall be made. Cans or reels used to store the film shall also be inspected for evidence of rust, corrosion or other deterioration. Records shall be maintained upon re-reading of resolution test targets and remeasurement of the film density and shall include the (a) quantity of microfilm of rolls, microfiche, jackets, etc., (b) quantity and identification of microfilm inspected; (c) conditions of the microfilm; and (d) corrective further action required if necessary. If deterioration is found, further inspection shall be required to locate all deteriorating film.
 

Ambient light - The surrounding room light.

ANSI - American National Standards Institute. ANSI is the organization that issues national standards.

Anti-halation undercoating - A separate layer of dye which absorbs reflected or scattered light within the unexposed film. During the processing state, the dye later becomes transparent. Also known as "AHU".

Aperture Card - A standard-size tabulating card into which a rectangular hole has been cut. A special adhesive is then applied around the cut out area and is used to hold a microfilm image securely in place. The aperture card may be keypunched to permit mechanical retrieval of the microfilm image.

Archival Quality -The ability of processed microfilm to retain its characteristics and resist deterioration for a lengthy period of time, i.e., generally 100 to 300 years.

Background - That portion of film or copy containing no information.

Back-lighting - Illumination which comes from behind the document to bring out fine detail.

Base-plug-Fog Density - The density of unexposed film which has been processed. The grey case caused by the film emulsion and processing chemicals.

Binary Encoded - An optical readable pattern of clear and opaque rectangles encoded on to the microfilm during filming. This indexing technique allows random access retrieval of one or more images on a roll of film.

Blowback - The enlargement of a microfilm image to viewing size.

Book Cradle - a device which holds a large bound book open and flat during filming which a planetary camera.

 Camera, Planetary - Type of microfilm camera in which the document being photographed and the film remain in a stationary position during the exposure. The document is on a plane surface at the time of filming.

Camera, Rotary -Type of microfilm camera that photographs documents while they are being fed through a roller system. The document movement and film movement are synchronized.

Camera-Processor - A device which performs both filming and processing within one unit.

Card-to-Card Duplication -A process that will reproduce the image contained in an aperture card. Frequently, this term is also applied to the reproduction of a duplicate microfiche by the diazo process.

Carrier - A device for holding a frame or frames of microfilm, i.e., film jackets, cartridge.

Cartridge - A container which holds film (generally 16 mm) to be used on a reader or reader- printer. It is designed to automatically thread the film to a take up reel and rewind itself.

Cassette - A self-contained roll film container which has two cores, enabling film to wind and rewind without leaving the container.

Character - One of a set of elementary symbols, usually restricted to be a member of a specific alphabet or appropriate to a specific alphabet or appropriate to a particular computer. The symbols may include the letters A through Z, digits 0 through 9, punctuation marks, operation symbols, or any other symbols which a computer may read, store, or write.

Chip - One or more micro images (frames of microfilm) cut from a roll of microfilm.

Cine Mode - Images of microfilm oriented with information in a sideways position.

Coding - A predetermination system for facilitating the location of desired micro images. Coding may take any number of forms, ranging from flash areas to roll microfilm to binary coding in photo memory systems.

Column - A vertical series of images on microfiche.

COM - (1) Computer Output to Microfilm - microfilm containing data, produced by a recorder from computer-generated electrical signals.

(2) Computer Output to Microfilm - a record which converts computer data into human readable language and recording it on microfilm.

(3) Computer Out to Microfilm - a method of converting computer data into human readable language and recording it onto microfilm.

Comic - Roll film which reads left to right, as in a comic strip.

Configuration - A planned arrangement of units of equipment.

Continuous Printing - A method of printing in which film bing copied and a roll of paper or film are synchronized to move at a related speed past the printing aperture.

Contrast - An expression of the relationship between the high and low brightness of a document or the high and low density of microfilm.

Corner Cut - An aperture card and microfiche, a diagonal cut at the corner of a card as a means of identification of the photo-sensitive side of the film.

COSATI - Committee on Scientific and Technical Information of the Federal Council for Science and Technology. COSATI is composed of federal agency officials with responsibilities for operating scientific and technical information systems.

Densitometer - Instrument to measure the density of an image.

Density - The degree of contrast between the image and nonimage (background) area of a micro image. Easily measurable with a densitometer density is generally expressed as a numerical equivalent.

D-Max (maximum density) - The density of unexposed film after complete development.

Description - An indexing term that indicates something about a particular document (subject described, originator of document, etc.)

Diameters - Reduction, Enlargement or Magnification - A measure of the number of times a given linear dimension of an object is reduced or enlarged by an optical system.

Diazo film - A relatively slow film composed of azo dies that, in the presence of strong light and ammonia vapors, is capable of creating an image. Diazo provides a positive image, black to black and white to white.

Document - an instrument containing recorded information.

Duo - A technique used in filming to record great quantities of information by filming two rows of images across the width of the roll of microfilm. Images are first exposed along one half of the film. When the roll is completed, the film is reloaded and the second half is exposed.

Duplex - A technique used in filming to record the front side of a document on one half of the film while on the back side of the same document us simultaneously filmed on the other half.

Duplication - The process of producing one or more copies of the microfilm.

Emulsion - A chemical coating on the film base which creates a latent (invisible) image when exposed to light during filming. The processing operation produces a visible, usable image.

Eye Loupe - A small low-power magnifying device.

Fiche - Short for "microfiche".

Film Frame - The area of film exposed to light through the camera optical system for one image, regardless of whether or not the area is filled by the document image.

Film, Negative Image - Film on which the image, or subject appears light and the background appears dark.

Film, Positive Image - Film on which the image of the dark portions of the subject appears dark and the light portions appear light.

Film Reversal - A film which after exposure is specially processed to produce a positive image instead of the customary negative image.

Film, silver - A Film which is coated with a silver halide emulsion.

Fixer ("Hypo") - A chemical solution used in processing to remove the undeveloped silver halide from the film and neutralize its light-sensitive property.

Flash Card Indexing - A simple microfilm indexing system that subdivides the microfilm roll into smaller, easier searched segments by inserting blank spaces at predetermined intervals. These blank spaces, when viewed on a microfilm reader, appear as white flashes.

Frame - The area of film exposed to light during one exposure.

Generation - A measure of the remoteness of a particular copy from the original microfilm. The camera produces the first generation microfilm, copies made from this first generation are second generation, copies from this second generation are third generation, etc.

Grid - A defined array of horizontal and vertical lines which divide an area into uniform spaces called frames. The grid defines the arrangement of the rows and columns of micro images.

Hard Copy - A paper copy of the enlarged microfilm image.

Hypo Estimator Test - A method of checking the amount of residual hypo remaining on the film after washing.

Image - Reproduction of subject created by optics, normally in a plane. Images are real when they are formed in a plane as on film in a camera; they are virtual when viewed, as in a telescope.

Image count ("blip") - A rectangular mark recorded below the image on a roll of microfilm used for counting images or frames automatically.

Image Orientation - The arrangement of images with respect to the edges of the microfilm.

Indexing Film - A system using targets, counters, etc., for locating information on microfilm, precluding the need to examine each image sequentially.

Inspection - A stage in the microfilm system when processed microfilm is checked and tested to ascertain whether quality standards have been achieved.

Latent Image - The invisible image produced on film through exposure to a light source. This potential image may be made visible by processing.

Light Box - A device for inspecting microfilm which provides even light over the viewing area.

Magnetic Tape - A tape or ribbon of any material impregnated or coated with magnetic or other material on which information may be placed in the form of magnetically polarized spots. Commonly used as a medium for carrying computer programmed information.

Magnification - Enlargement of the microfilm image.

Magnification Ratio - The linear ratio of the size of the microfilm image to the size of the image produced by a reader.

Microfiche - A sheet of microfilm containing multiple micro images in a grid pattern.

Microfilm - The photographic reproduction of a document, usually on 16mm or 35mm film.

Microform - A generic term describing any miniaturized form containing micro images, i.e., microfiche, aperture card, microfilm and similar media.

Micro image - A unit of information, such as a page of text or a drawing, too small to be read without magnification.

Monobath - A processing method which performs developing and fixing in one step.

NMA - National Micrographic Association. NMA is an association for both users and vendors of microfilm.

 Nonunitized Microfilm - Microforms that contain unrelated information units. Frequently, roll microfilm will be nonunitized, since it will contain a variety of unrelated information units on the same roll.

Odometer - A feature on some readers which measures the quantity of film transverse.

Original - Material from which copies of microfilm are made.

Permanent Record - A record which must be maintained form more than 100 years.

Polarity - A positive or negative image.

Polyester - A transparent plastic used for film bases and film jackets because of its transparency, stability, and relative noninflammability.

Print - A copy of the microfilm produced on film or paper.

Printer - A mechanical device (either remote or adjacent to the equipment configuration) capable of producing paper copies of selected images from the microform.

Printout - Printed output from a computer.

Processing Film - Film which has been exposed to light and has been chemically treated to form a fixed or stabilized visible image.

Processing - the treatment of exposed film to make the latent image visible and usable through a series of usually five steps, i.e., developing, washing, fixing, washing, and drying.

Readers - Equipment capable of enlarging micro images to a size that can be read with the naked eye. The images are projected on a ground-glass screen.

Reader Printers - Equipment that in addition to enlarging micro images to readable size can also make paper copies of selected images.

Recorder - The machine that accepts computer-generated electrical signals and records them as human readable information on 16mm, 35mm, or 105mm microfilm, at up to 1/48 its original size.

Recorder-Processor - A device for recording images onto undatable microfiche.

Reduction - A measure of the number of times a given linear dimension of a dimension of an object is reduced when photographed, expressed as 16x, 24x, etc.

Reduction Ratio - The ratio indicating the number of times the original document has been reduced while being microfilmed.

Reel - A flanged holder on which processed roll film is wound.

Residual Thiosulfate ("hypo") - Residual hypo from the processing stage which remains in the film after washing. Excess residual hypo can cause the film to deteriorate prematurely.

Resolution - The ability of a camera to record fine detail. A measure of the sharpness of an image, expressed as the number of lines per millimeter discernible in an image.

Retake - Refilming of documents when defective microfilm images are detected.

Retrieval, Information - The recovering of desired information or data from a collection of documents or other records.

Retrieval System, Information - A system for locating and selecting, on demand, certain documents or other records relevant to a given information requirement from a file of such material.

Reversal Process - The conversion of a negative to a positive image by chemicals or light on same film base.

Roll film - A long piece of flexible film which is wound on a reel, spool or core.

Row - A horizontal series of micro images on microfiche.

Silver Halide - A compound of silver and one of the following elements known as halogens: Chlorine, bromine, iodine, fluorine; used in make silver film.

Simplex - An image positioning technique where images are filmed across the full width of the film.

Splice - To join two pieces of film together by cementing or welding to form one continuous piece.

Target - Markers filmed as part of a microfilm roll that are used to determine resolution, identify the documents being photographed, sectionalize the roll for easier reference, certify the documents photographed as true copies, etc.

Toner - The material employed to develop a latent xerographic or electrostatic image.

Ultrafiche - Microfiche with images recorded at extremely high reductions.

Unitized - Refers to microforms that are planned as one complete unit or subdivision of information without reference or attachment to any unrelated or extraneous material.

Unperforated Film - Roll film which does not have sprocket holes on the edges.

Updated Microfiche - A form of microfiche which permits additional images to be added over an extended period of time.

Vesicular - Duplicate film type which forms a latent image when exposed to ultraviolet light and produces a fixed image when subject to heat.

Viewer - A device having a viewing screen for displaying either film or fiche.