AIMM MS19: Standard Recommended Practice--Identification of Microforms

31 Pages·1993·2.3 MB·English

by  Association for Information and Image Management

By Authority Of
THE UNITED STATES OF AMERICA
Legally Binding Document
By the Authority Vested By Part 5 of the United States Code § 552(a) and
Part 1 of the Code of Regulations § 51 the attached document has been duly
INCORPORATED BY REFERENCE and shall be considered legally
binding upon all citizens and residents of the United States of America.
HEED THIS NOTICE: Criminal penalties may apply for noncompliance.
e
Document Name:
CFR Section(s):
Standards Body:
Official Incorporator:
THE EXECUTIVE DIRECTOR
OFFICE OF THE FEDERAL REGISTER
WASHINGTON, D.C.
ANSI/AIIM MS19-1993
Standard Recommended Practice -
Identification of Microforms
=
Approved As
R1CM1
STANOARO
August 18, 1993
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Association for Informatlion and Image Management
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Telephone 301/587·8202
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ANSI/AIIM MS19-1993
Standard for Information
and Image Management -
Standard Recommended Practice -
Identification of Microforms
Association for Information and Image Management
This standard identifies ways of identifying microforms of private or public records.
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Contents the only legally acceptable substitute for original records
is no longer considered viable or acceptable." The mere
Foreword ................................... i
placement of the declarations does not guarantee the in
I Scope and purpose ...................... .. 1
tegrity or the completeness of the original records, or
2 Normative references ...................... 1
the content accuracy of individual documents. However,
3 Definitions ............................... 1
following the practices as outlined in this standard
4 Roll film targets .......................... 1
recommended practice should satisfactorily identify and
S Microfiche targe'ts - Computer Output
authenticate the microform copy to meet this require
Microfilm (COM) or source document ........ 9
ment as stated in the Uniform Photographic Copies of
6 Information sheet ......................... 11
Business and Public Records as Evidence Act, which
Figures has been adopted in some form by. most states in this
country.
Test target: reflectance, resolution and
reduction ratio ............................ 2 All evidence submitted in court must be identified. By
2 Microfilming sequence ..................... 3 following this standard on the identification of micro
3 AIIM X303 planetary camera test chart ....... S forms, the user will:
4 AIIM X1l2 and AIIM Xll3, rotary camera (1) establish the time/date records were microfilmed
test chart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 which can support the contention that the
S Bibliographic target ........................ 7 microfilming was accomplished during the regu
6 Title target ............................... 8 lar course of business;
7 Declaration by camera operator ............. 10
(2) identify the individual who performed the
8 Information sheet ......................... II
microfilming in case testimony from the
Annexes microfilm operator is necessary; and
(3) easily index from properly identifIed microforms.
Annex A (informative) Blank targets and forms .. 12
Annex A-I Start ........................... 13 Correct use of proper identification through appropri
Annex A-2 Roll No ......................... 14 ate targets will serve to strengthen microfilm programs
Annex A-3 Continued from preceding roll ...... IS and help to achieve their universal acceptance.
Annex A-4 End of volume ......... : ......... 16
Annex A-5 Continued on next roll ............ 17 ANSI! AIIM MS19-1987 referenced ANSI Z39.32-1981,
Annex A-6 End-please rewind ............... 18 Information on Microfiche Headings, which has since
Annex A-7 Title target ...................... 19 been withdrawn while it is being revised. The National
Annex A-8 Bibliographic target ............... 20 Information Standards Organization (NISO), plans to re
Annex A -9 Declaration by camera operator ..... 21 vise ANSI Z39.32-1981, pending completion of ANSI
Annex A -10 Information sheet ............... 22 Z39.62, Eye Legible Information on Microfilm Lead
ers and Trailers and on Containers of Processed
Foreword (This foreword is not part of American Na
Microfilm and Open Reels. This version of ANSI/ AIIM
tional Standard for Information Image Management
MSI9 references ISO 5123-1984, Documentation -
ANSIIAIIM MS19-1993 - Standard Recommended
Headers for Microfiche of Monographs and Serials, in
Practice - Identification of Microforms.)
place of ANSI Z39.32-1981.
This standard is a revision of ANSI! AIIM MS 19-1987,
Suggestions for improvement of this standard are wel
Recommended Practice for the Identification of Micro
come. They should be sent to the Chair, AIIM Standards
forms, which was a revision of ANSI! AIIM MS 19-1978,
Board, Association for Information and Image Manage
Recommended Practice for the Identification of Micro
ment, 1100 Wayne Avenue, Suite 1100, Silver Spring,
forms. It is a compendium of the following standards
Maryland 20910.
that contain sections that refer to the identification of
microforms: ANSI! AIIM MSS-1992, Microfiche, At the time it approved this standard, the AIIM Stan
ANSI! AIIM MS 14-1988, Specifications for 16mm and dards Board had the following members:
35mm Roll Microfilm, and ANSI! AIIM MS23-1991,
Marilyn Courtot, Chair Association for Information
Practice for Operational Procedures/Inspection and
and Image Management
Quality Control of First-Generation Silver-Gelatin
Thomas C. Bagg National Institute of
Microfilm of Documents.
Standards and
The purpose of this standard is to present, in a coherent Technology
format, various ways to identify microforms of private Thomas E. Berney Consultant
and public records. As written in the foreword of both Loretta D' Agnolo American Express
the 1987 and 1978 versions of ANSI/ AIIM MS 19, "the Company
practice of requiring ... 'fore' and 'aft' certification as Bruee Evans 3M Company
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Bruce A. Holroyd Eastman Kodak Company
Don Klosterboer Anacomp, Inc.
E. Brien Lewis I-NET
Alan S. Linden Wang Laboratories
Charles A. Plesums USAA
George Thoma National Library of
Medicine
Charles F. Touchton IBM
Herbert J. White II Genealogical Society of
Utah
The AIIM Public Records Committee, C18, approved
this standard. The committee had the following mem
bers at the time this standard was approved:
Name of Representative Organization Represented
Richard M. Harrington, Virginia State Library and
Chair Archives
Douglas P. Allen Business Records Corp.
Carl J. Anderson 3M Company
Tom Berney Consultant
John Breeden Virginia Retirement System
Kathy Davis South Jersey Gas Company
Marc R. D' Alleyrand Computer Retrieval and
Imaging Systems
Thomas Dibble National Center for State
Courts
Jeffrey Brownson Oregon State Archives
Eric Erickson Genealogical Society of
Utah
Cherron Faulkner Vermont Yankee Nuclear
Clara Jehle State of Alabama
Edward Johnson Consultant
Dorthea S. Kane Henrico County Schools
Stephen C. Kemble Jorm Microlab, Inc.
Janice R. Kinzer Pennsylvania Historical and
Museum Commission
Lester Kruger Consultant
Karen-Marie Mason Arlington County
Government
William E. Neale First Image
William Ptacek State of Nebraska
Brent Reber Genealogical Society of
Utah
Adele Rehder Texas State Library
George M. Reid South Carolina Archives
Mark L. Smith Naval Air Development
Center
Judy G. Sommervell Sommervell & Associates
Robert Starbird Mobil Corporation
Herbert S. Wheling Consultant
Albert H. Whitaker Massachusetts Archives
Donald G. Wilson Bank of Canada
William H. Wolchak South Florida Water
Management
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American National Standard for
Information and Image
Management - Standard Test Slide.
Recommended Practice - ANSI! AIIM MS 111-1993, Recommended Practice for
Identification of Microforms, Microfilming Printed Newspapers on 35mm Roll
Microfilm.
ANSIIAIIM MS19-1993
ANSI Y 1.1-1984, Abbreviations for Use on Drawings
1 Scope and purpose and in Text.
1.1 Scope ANSI/NISO Z39.5-1985, Abbreviations of Titles of
Publications.
This document provides methods to identity the contents
of microforms. It applies to microfilm generated by fed 2.3 Related publications
eral, state, local and other public instrumentalities, as
Skupsky, Donald S., "Recordkeeping Requirements,"
well as private and non-public organizations. Informa
Denver, CO: Information Requirements Clearinghouse,
tion on technical and bibliographic targets is given, as
1988.
well as recommendations for correct image placement.
Williams, Robert F., "Legality of Microfilm: Admis
1.2 Purpose
sibility In Evidence of Microfilm Records," Chicago,
The purpose of this standard is to present, in a coherent IL: Cohasset Associates, 1980.
format, various techniques to use to identity microforms
2.4 Related standards
of private and public records.
ANSII AIIM MS48-1990, Recommended Practice for
2 Normative references
Microfilming Public Records on Silver-Halide Film.
All standards reports and publications are subject to re
2.5 Referenced publications
vision. When the following documents are superseded
by an approved revision, that revision may apply. AIIM TR2-1992, Technical Report for Information and
Image Management - Glossary oflmaging Technology.
2.1 Referenced international standards
3 Dermitions
ANSI/ISO 3334-1991 (ANSI!AIIM MS51-1991),
Micrographics - ISO Resolution Test Chart No.2 - The following definitions apply to terms that appear in
Description and Use. this standard. Other terms are defined in AIIM TR2,
Technical Report for Information and Image Manage
ISO 5123-1984, Documentation - Headers for
ment - Glossary of Imaging Technology.
Microfiche of Monographs and Serials.
3.1 Thrget: (1) Any document or chart containing iden
2.2 Referenced American national standards tification information, coding or test charts. (2) Aid to
ANSI/AIIM MSI-1988, Recommended Practice for Al technical or bibliographic control that is photographed
phanumeric Computer-Output Microforms-Operational on the film preceding or following the document.
Practices for Inspection and Quality Control.
3.2 Technical target: Aid to technical control that in
ANSI! AIIM MS5-1992, Microfiche. dicates the reduction and resolution of the film.
ANSI! AIIM MS 14-1988, Specifications for 16mm and 3.3 Test chart: Image comprised of different (or a
35mm Roll Microfilm. number of the same) test targets, that is designed for
test and evaluation of imaging systems.
ANSI/AIIM MSI7-1992, Micrographics - Rotary
(Flow) Microfilm Test Chart and Test Target - 3.4 Test element: Image designed for test and evalu
Description and Use. ation of imaging systems, e.g., a specific line of type
that is set in a particular point size, a specific collection
ANSI! AIIM MS23-1991, Practice for Operational
of horizontal and vertical lines and spaces, a line that
Procedures/Inspection and Quality Control of First
represents a specific frequency, i.e., 50 cycle/mm and
Generation Silver-Gelatin Microfilm of Documents.
152.4mm (6.0 inch) length.
ANSI!AIIM MS24-1980 (RI987), Test Target for Use
3.5 Test target: (1) Image comprised of test patterns
in Microrecording Engineering Graphics on 35 mm
and/or test elements designed for test and evaluation of
Microfilm.
imaging systems. (2) High-quality form slide used to
ANSII AIIM MS28-1987, Alphanumeric COM Quality evaluate computer-output microfilmer quality.
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4 Roll film targets (2) Name of report or document series.
(3) Run date.
Roll film targets for 35mm and 16mm microfilm are iden
(4) Start (to appear on the film before information
tifiers placed at the beginning and end of each micro
run).
form. Microforms produced from paper source
(5) End (to appear on the film upon completion of the
documents are imaged with such targets filmed at the
information run).
same reduction as the documents. Microforms produced
on computer-output microfilm (COM) recorders are im 4.2 Source document microfilm rolls
aged by the COM device through software or hardware
4.2.1 Targets All targets should be filmed before,
commands. Targets and fonnats are described herein. See
and face in the same direction as, the documents to which
Annex A, Blank targets and forms.
they relate.
4.1 Computer-output microfilm rolls
4.2.2 Retake targets When frames on a roll of
4.1.1 Quality To assure the quality of alphanumeric processed camera film are rejected or when missing
COM-generated images up to 1:48 reduction, reader im material is subsequently located, the documents con
age inspection should be performed. An additional test tained on those frames should be refilmed or filmed. The
to verify quality of the COM recorder output using an documents should be grouped in proper sequence and
unchanging form slide image can be carried out with refilmed or filmed in the following sequence.
ANSIIAIIM MS28. This slide should be exposed and
The first retake target should contain the following in
evaluated as described in ANSIIAIIM MSI.
formation:
4.1.2 Titling information When using software or
(1) Start of retakes for roll number_ ____
hardware commands or labeling the outside of a
(2) The second target should be a technical target as
microfilm container, the following eye-readable titling
described in section 4.2.5 (of this standard).
information should appear:
(3) The third target should be a special target, if ap
(1) Name of organization or custodian of the plicable. See Figure 1, Test target: reflectance,
documents.
41 rnm (1.615 inches) X reduclion ------------.~ .I
1-1. ..- -----------
r-IS-"O- M Te-st -C h-ar-t 2- -----------------\--- --,------------I-SNO~ T~es.t~ C.~h:a-rt 2_ ;I-~
5 1 mm X reduction
~ 25 mm X reducrtion ~
~~
6% reflectance /'"
target
100 or
150 mm square ",
I
6'00 '"", \1 , -:}/
-'0 J$q/,-, "'" I( / , ,. 10.25 mm X reduction
~~o'
"q/~"ITSest COha rt 2 /" 50% I
" .7
X ---- reflectance 30.4 mm
taT- (1.197 inches)
X
" 100 pr reduction
/ / I ~,""mm,q",,,
75°;', reflectance
cleon, while ~
- "13.68 mm )( reduction
/ Reduction '0
ratio
ISO Test Chart 2 / 2 mm high on ISO Test Chart 2
0
ReId uction X J\O mm film
Reduction =
2mrn ~ ~.~----~----~.~I
/ \ C:::::::;:========::::::1
I"
~--------------~T~_7/~--------__- ---------------~--
---f
6% reflectance background
larg(" Document
Figure I - Test target: reflectance, resolution and reduction ratio
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resolution and reduction ratio and section 4.2.6 propriate place within the filmed documents. See Figure
(of this standard). Retake documents should be 2, Microfilming sequence.
filmed.
(4) The end retake should contain the following in 4.2.3 Start target The letters in the word "START"
formation: End of retakes for roll should appear large enough so that the image on the film
number _____
will be at least 2.Omm (0.08 inch) high and can be read
without magnification. See Annex A, Blank targets and
The complete retake film should be spliced in front of
forms.
the START target or after the END target, or at its ap-
L J -
Leading end of film
L"de< [500 mm {20 ;'ch.,) m;,;m"m] " ,eeded
for camera threading, sodium thiosulfate test area
and reader/duplicator threading
START/END Retake targets
RETAKE (where applicable)
ROLL NUMBER
START Start target
ROLL NUMBER Roll number target
Technical target
Special targets: restriction, or classification, target;
information sheet; bibliographic target; and
declaration by records custodian
ABC MFG. CO.
INVOICES
Title target
1 JAN TO
31 AUG 1993 t
Documents being filmed (insert miscellaneous
targe•ts w hen needed)
Special targets: declaration by camera operator
END End target
Please Rewind
START/END
RETAKE
ROLL NUMBER
[_ _ -----.I}- Trailer [500 mm (20 inches) minimum) as needed
for reader/duplicator threading, sodium thiosulfate
test patch (if desired) and camera threading
Figure 2 - Microfilming sequence
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