17VAC15-20-20. Scope.

Part II. Scope

These standards apply to all records that have administrative, legal, fiscal, or historical value as defined in § 42.1-77 of the Code of Virginia and to the procedural microfilming process used in the circuit court clerks' offices. Such determinations are included in the officially approved retention and disposition schedules. When the informational contents of such public records are to be maintained on microfilm, the silver-gelatin camera microfilm produced by source document methods is to be considered the permanent archival security copy. For Computer Output-Microfilm, refer to Standards For Computer Output Microfilm (COM) For Public Records (17VAC15-50-10 et seq.). Thermally processed or TEP film shall not be used. The camera microfilm shall not be used for reference purposes.

When disposal of the original permanent public record (identified as such in the state retention and disposition schedule) is recommended after microfilming, the camera negative must first meet these standards and conform with The Library of Virginia's "Guidelines for Accepting Microfilm, Microfiche or Optical Media for Security Storage at The Library of Virginia," dated November 1999. Upon receipt of the camera negative for storage with The Library of Virginia (LVA), it will be inspected, approved and accessioned by the Imaging Services Branch, Records Management &; Imaging Services Division. If the film fails to meet the requirements, it will be returned to the office of origin.

Statutory Authority

§§ 42.1-8 and 42.1-82 of the Code of Virginia.

Historical Notes

Derived from VR440-01-137.1 § 2.1, eff. July 9, 1986; amended, Virginia Register Volume 7, Issue 24, eff. October 1, 1991; Volume 17, Issue 14, eff. May 1, 2001.

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