a) Certain
records indicated in Appendix A may be microfilmed and such film retained in lieu of
the original records, provided the procedures prescribed herein are
followed.
b) Indicators are used in
Appendix A to designate those records for which microfilm will be accepted in lieu
of original records. These indicators, listed following the retention period, are as
follows:
M - Indicates that microfilms may be substituted for retention of
the original records at any time after use of the records for current recording
purposes.
M - (with a numeral following) Indicates that microfilms may be
substituted for retention of the original records only after the original records
have been retained in their original form for at least the number of years
corresponding to the numeral following the "M." Thus, "M-10" indicates that a
microfilm copy may be made of and substituted for the original record only after the
original record has been retained for at least ten years.
ME - Indicates records for which microfilms may be substituted for
retention of the original records only for the period subsequent to the expiration,
cancellation, supersedure or other condition shown in the column "Period to be
Retained." Thus, for Item 9(e) of Appendix A, microfilms are not acceptable for
current contracts; however, they are acceptable for expired or cancelled contracts,
the retention period for which is three years after expiration or
cancellation.
c) Absence of an
"M" indicator, as explained above, indicates that microfilms may not be substituted
for retention of the records described.
d) Prior to photographing, the records shall be so
prepared, arranged, classified and identified as to readily permit the subsequent
location, examination and reproduction of the photographs thereof. Any significant
characteristic, feature or other attribute of the original records which photography
would not reflect clearly (e.g., that the record is a copy or that certain figures
thereon are red) shall be so indicated on the records at the time of such
arrangement, classification and identification. When a number of the records to be
microfilmed have in common such a characteristic or attribute, an appropriate
notation identifying the characteristic or attribute may be indicated in a statement
at the beginning of the roll of film instead of on each individual record.
e) Each roll of film shall include a microfilm of
a certificate or certificates stating that the photographs are direct and facsimile
reproductions of the original records and that they have been made in accordance
with prescribed instructions. Such certificate or certificates shall be executed by
a person or persons having personal knowledge of the facts covered
thereby.
f) The photographic matter on
each roll shall commence and end with a statement as to the nature and arrangement
of the records reproduced, the name of the photographer, and the date. The film
shall not be cut between statements. Supplemental or retaken film, whether of
misplaced or omitted documents or of portions of a film found to be spoiled or
illegible or of other matter, shall be attached to the beginning of the roll; and,
in such event, the aforementioned certificate or certificates shall cover also such
supplemental or retaken film and shall state the reasons for taking such
films.
g) The film stock used and the
processing thereof shall comply with the minimum standards of quality required by
the Illinois State Records Commission. The utility shall be prepared to furnish, at
its own expense, appropriate standard facilities for reading the microfilm; and, if
the Illinois Commerce Commission so directs, furnish a facsimile of any record the
original of which has been destroyed prior to the expiration of the retention period
prescribed in Appendix A.
h) The
microfilm shall be indexed and retained in such manner as will render them readily
accessible and identifiable. They shall be stored in such manner as to provide
reasonable protection from hazards such as fire, flood, theft, etc. The films should
be cared for in such manner as to prevent cracking, breaking, splitting,
etc.
i) Photographic reproduction is not
limited to the microfilm process. With Illinois Commerce Commission approval, other
reproduction techniques, comparable or better in quality than microfilming, may be
used.