______________________________________________________ 5-06-03 MICROFORM STORAGE First effective: 1994/05/10 Last revised: 1994/05/10 ______________________________________________________ GENERAL Establishes general specifications for storage, care, and handling of all microform records of the government of British Columbia. AUTHORITY Document Disposal Act (RSBC 1996, c. 99). Treasury Board, General Management Operating Policy, chapter 8.3. APPLICABILITY All microform records in the custody of ministries and other public bodies covered by the Document Disposal Act. POLICY 1. STORAGE OF MICROFORMS The British Columbia Archives establishes and maintains policy and standards for storage of master originals in the Microform Security Vault. This policy and standards is also used, in conjunction with standard 5.6/05 "Contracted Records Centre Services", as the basis for selecting and monitoring contracted records centre services for the storage of microforms. These standards are also recommended for use by B.C. government ministries and agencies in establishing specifications for the storage and handling of user copies of microforms. 2. SERVICE POLICY A master original should exist for all microforms produced by or for the government. BC Archives ensures that master originals are created for all microforms produced by approved micrographic projects. BC Archives provides storage and disposition services for the master originals of government microform records, if the following requirements are met. 2.1 Source Document Microfilming Storage and disposition services are provided for the master originals of microforms produced in accord with an approved micrographic project. An approved schedule must cover the records or an application for scheduling of the records must have been received. 2.2 Computer Output Microforms Storage and disposition services are provided for the master originals of computer output microform if an approved schedule covers the records or an application for scheduling of the records has been received. 3. STANDARDS FOR MICROFORM STORAGE In order to better preserve government microforms, standard 5.6/03 is recommended for use government-wide for film enclosures, storage housing, storage rooms, environmental conditions, fire protection, and film handling. The standards for the extended-term storage of master originals set out in standard 5.6/03 will be applied to the BC Archives Microform Security Vault. The standards for medium-term storage will be applied to storage services for microforms contracted by BC Archives. It is recommended that the standards for medium-term storage also be applied to user copies of microforms. 4. MICROFORM SECURITY VAULT 4.1 Categories of records stored Master originals of the following categories of microforms will be stored in the Microform Security Vault: 1) microforms scheduled for full or selective archival retention 2) microforms scheduled for destruction, but with a retention period of 10 years or more. Other microforms may be stored offsite in contracted records storage facilities. Only silver-halide film will be stored in the Microform Security Vault. Other types of film will be stored offsite in contracted records storage facilities. 4.2 Environmental Specifications Relative humidity: 20% to 30%. No fluctuations greater than 5% will occur within a 24 hour period. Temperature: 19o C to 21o C. No fluctuations greater than 2o C within a 24 hour period. Air quality: Filtration for dust: Total Suspended Particulates (TSP) less than or equal to 75 micrograms/meter3. Filtration for acidic gases. Positive pressure will be maintained. Monitoring: A hygrothermograph will be operated at all times in the Microform Security Vault and frequently monitored to ensure adherence to environmental standards. 4.3 Fire Protection and Fire Safety The fire protection rating of the Microform Security Vault will be 3 hours. The fire protection systems will consist of automatic fire control dampers, fire extinguishers, and smoke sensors connected to a 24 hour alarm service. No direct fire suppression system is required. 4.4 Monitoring and Security System The Microform Security Vault will be protected by a security monitoring service covering fire, water and intrusion. END OF POLICY STANDARDS 1. APPLICABLE STANDARDS The following standards have been used as the basis for standard 5.6/73. Sections 4, 6 to 11, and 13 are reproduced from ANSI Standard IT9.11-1991. Where standard 5.6/73 differs from a cited standard, standard 5.6/73 has precedence. 1.1 American National Standards Institute. Processed Safety Photographic Film - Storage. ANSI IT9.11-1991. 1.2 American National Standards Institute. Imaging Media - Photographic Processed Films, Plates and Papers - Filing Enclosures and Storage Containers. ANSI IT9.2-1991. 1.3 American National Standards Institute. Imaging Media - Photographic Activity Test. ANSI IT9.16-1993. 1.4 American National Standards Institute. Imaging Media - Photography - Photographic films - Specifications for Safety Film. ANSI IT9.6-1991. 1.5 American National Standards Institute. Imaging Media (Film) - Silver-Gelatin Type - Specifications for Stability ANSI IT9.1-1992. 1.6 Public Archives of Canada. Federal Records Centre Facility Standards. Records Management Series. 1.7 Canada. Dominion Fire Commission. Standards for Records Storage. 1979. DFC No. 311(M). 1.8 National Fire Protection Association (U.S.A.). Standard for the Protection of Records. 1991 Edition. NFPA 232. 2. DEFINITIONS ANSI IT9.11-1991 defines the following terms: 2.1 Safety Photographic Film Safety photographic film is film that meets the specifications with respect to hazard from fire as defined in ANSI IT9.6-1991. 2.2 Life expectancy (LE) The length of time that information is predicted to be retrievable in a system under extended-term storage conditions. 2.3 LE designation A rating for the life expectancy (LE) of recording materials and associated retrieval systems. The number following the LE symbol is a prediction of the minimum life expectancy in years for which information can be retrieved without significant loss when stored under extended-term storage conditions, eg., LE-100 indicates that information can be retrieved after at least 100 years of storage. ANSI's LE designation for film depends on the materials, processing, and storage. For example, the most permanent film consists of a polyester base, coated with a silver-gelatin emulsion, and processed to make a negative or full-reversal silver image. When this film is processed to remove residual thiosulphates to a concentration below 0.014 g/m3, it is designated LE-500. Even when a film meets these specifications, it will not last unless it is stored in the appropriate enclosures under extended-term storage conditions. Otherwise, air pollution and cheap cardboard boxes will degrade the image, and high temperatures and relative humidities will accelerate the deterioration of both the image and base. 2.4 Medium-term Storage Conditions Medium-term storage conditions are those which are suitable for the preservation of recorded information for a minimum of 10 years. 2.5 Extended-term Storage Conditions Extended-term storage conditions are those which are suitable for the preservation of recorded information having permanent value. 2.6 Fire-protective Storage Facilities Fire-protective storage facilities are designed to protect photographic film against excessive temperatures, water and other fire fighting agents, steam developed by insulation of safes or caused by the extinguishing of fires, and collapsing structures. 2.7 Fire-resistive Vaults Fire-resistive vaults are defined in NFPA 232-1991. 2.8 Microfilm Enclosure Any item in close or direct contact with the film such as reels, cores, spools, cassettes, magazines, cans, containers, folders, envelopes, cartons, boxes, sleeves, and aperture cards. 3. BUILDING CONSTRUCTION Buildings used for the storage of archival film will meet standards set out in 5.6/05 "Contracted Records Centre Services." 4. MICROFILM ENCLOSURES 4.1 Microfilm in Roll Form 4.1.1Medium-term Storage Enclosures Microfilm should be wound on reels or cores and stored in roll form. Rolls should be wound tightly but not under extreme tensions. Rolls greater than 150 meters in length, mounted on cores, should be stored flat (horizontal) unless the core itself is carried on a horizontal spindle that prevents the lower part of the film from supporting the load of the core. Cores or reels will be of non-corroding material such as plastic or non-ferrous metals. The use of steel for reels is permissible provided that the reels are well protected by lacquer, enamel, tinning, or some other corrosion-resistant finish. Plastics and lacquers that might give off reactive fumes, peroxides, or exudations during storage will not be used. Rolls of microfilm preferably will be stored in closed containers to provide protection against dirt and physical damage. Vesicular, diazo, and heat-processed-silver films will be stored in closed, opaque containers or else protected from light exposure. Suitable containers are those with telescoping, slip-type, or threaded twist-on lids. The materials will meet the same requirements as discussed for cores and reels. Closed containers are not airtight and may give limited access to ambient air. Therefore, if they are used, the humidity of the ambient air must not exceed the recommended limits. Sealed containers made from moisture-impervious materials will be used, where needed, to maintain the humidity limits of the film, to protect against gaseous impurities in the atmosphere, or when low-temperature storage is used. Suitable sealed containers are closed containers with friction-type or threaded twist-on lids. Flip-top, hinged, or telescoping lids can also be used. Any film that releases acidic fumes will be stored in separate storage housings. Polystyrene, polypropylene, or polyethylene containers are preferable to cardboard or metal containers for such films. For maximum storage life, microfilm will be in a clean condition before it is placed in storage. 4.1.2 Extended-term Storage Enclosures For extended-term storage of microfilm in roll form, storage enclosures will meet all the requirements of 4.1.1, and will also meet the following additional requirements: Plastic materials used for reels or cores will be free of peroxides. Rubber bands will not be used for confining film on reels or cores. If paper bands are used, the paper will, as a minimum requirement, be in accordance with the ANSI IT9.2-1991. Pressure-sensitive tape, if used on storage enclosures, will be free from peroxide and pass the photographic activity test in ANSI IT9.16-1993. Pressure-sensitive tape will not be used in contact with the film. Films may have possible interactions with other films that are of a different generic type (for example, diazo and silver-gelatin). Films of different generic types will not be wound on the same rolls or stored in the same containers or file cabinets. Closed containers are required unless the microfilm is protected from dirt and damage by the storage housing. Containers will be non-corrosive material such as anodized aluminum, stainless steel, or peroxide-free plastics that meet the specifications of ANSI IT9.2-1991. 4.2 Unitized Microforms 4.2.1 Medium-term Storage Enclosures Unitized microforms may be stored in envelopes of paper or plastic foil, folding cartons, boxes, file folders, aperture cards, or film-strip jackets. Vesicular, diazo, and heat-processed-silver films will be stored in opaque envelopes or folders or otherwise protected from light exposure. Microforms will not be stacked so that they are stored under high pressure. When in direct contact with the surface of the microfilm the paper or plastic material used for envelopes, sleeves, jackets, folders, and cartons will meet, as a minimum requirement, the specifications of ANSI IT9.2-1991. Suitable plastic enclosure materials are photographic film support materials such as uncoated polyester (polyethylene terephthalate), polyethylene and polypropylene. Other plastics may be satisfactory, but there has been no extended experience with such materials. Glassine envelopes and chlorinated, nitrated, or highly plasticized sheeting will be avoided. Sealed enclosures will be used, where needed, to maintain the humidity limits of the film, to protect against gaseous impurities in the atmosphere, or when low-temperature storage is used without humidity control. Heat-sealed foil bags can provide this protection. The adhesive used for seams and joints will also meet the requirements of ANSI IT9.2-1991. The filing enclosure will be so constructed that the seam or joint will be at the edge of the enclosure and not in contact with the image layer. Any film that releases acidic fumes (some vesicular films) will be stored in separate storage housings and in plastic envelopes. For maximum storage life, unitized microforms will be in a clean condition before they are placed in storage. 4.2.2 Extended-term Storage Enclosures For extended-term storage of unitized microforms, storage enclosures will meet all the requirements of 6.2.1, and will also meet the following additional requirements: Photographic quality gelatine and many polyvinyl acetate and cellulose acetate adhesives are suitable for use with paper. Pressure-sensitive (permanently tacky) adhesives, will meet ANSI IT9.2-1991 specifications. Films may have possible interactions with other films that are a different generic type (for example, diazo and silver-gelatin). Films of different generic types will not be interfiled or be in physical contact. 5. STORAGE HOUSING 5.1 Medium-term and Extended-term Storage Housing Microforms will be stored in closed housings such as drawers, or on shelves and racks enclosed by doors. Alternatively, open shelves and racks may be used if the microforms are in closed containers. The storage housing materials will be non-combustible and non-corrosive (for example, anodized aluminum, stainless steel, or steel with baked-on non-plasticized synthetic resin lacquer). Wood pressboard, particle board, and other such materials will be avoided because of their combustible nature and the possibility of their producing active fading agents as they age. The finish on housing materials will be durable and will not have a deleterious effect on the stored film. Adverse effects may be produced by finishes containing chlorinated or highly plasticized resins, or by freshly painted or lacquered surfaces. Painted cabinets will not be used for three months from the time of painting as they may give off peroxides and contaminants. When air-conditioned individually, storage housings will be arranged to permit interior circulation of air to all shelves and drawers holding microfilm containers to provide uniform humidity conditions. Storage housings located in rooms with air conditioning will be provided with ventilation openings permitting access of air to the interior. Such openings will not interfere with requirements for fire-protective storage or water protection. Films that release acidic fumes, magnetic tapes, and optical disks will not be stored in the same storage housing as other photographic products. 6. STORAGE ROOMS 6.1 Medium-term Storage Areas Storage areas for microforms will be kept clean, and should be located close to the area used for viewing of the microforms. Provisions should be made against damage to film by water from floods, leaks, sprinklers, etc. Offsite contracted storage facilities used for the storage of medium-term film will generally comply with 5.6/05 "Contracted Records Centre Services." 6.2 Extended-term Storage Rooms used for storage of microforms will be located in the same area as rooms containing provisions for inspection and viewing of the microforms. Good housekeeping will be maintained. Walls and enclosures of air-conditioned spaces will be designed to prevent condensation of moisture on interior surfaces and within walls, especially during periods of low exterior temperatures when the walls may be cooled below the dew point of the air. Provisions will be made against damage of film by water from floods, leaks, sprinklers, etc. Films that release acidic fumes will be stored in separate storage rooms and have a separate circulating air system. The storage area will be separate from temporary storage facilities, offices, or work areas. 7. FILM HANDLING 7.1 User Copies Work areas where microforms are being handled will be kept clean. All readers and reader/printers will be maintained and regularly cleaned in accordance with manufacturers' directions. Microforms will not be left in the viewing equipment. Microforms will be handled by their edges. 7.2 Master Originals Good-housekeeping, cleanliness, and dust-free conditions will be maintained. Microforms will be handled by their edges and the wearing of thin cotton or nylon gloves will be required. Master originals of microforms will be handled for the purposes of inspection, replacement duplication of user copies, second-generation duplication, or conservation maintenance or repair. Light tables rather than readers or reader/printers will be used for viewing master originals. Master originals should be handled for information retrieval only in emergencies or when there is no user copy. 8. ENVIRONMENTAL CONDITIONS 8.1 Medium-term Environmental Conditions The following specifications are the minimum conditions necessary to ensure that microforms will have a useful life of 10 years. The closer the environment approaches extended-term conditions, the longer the film can be expected to last. Relative humidity: 30% to 50%. Temperature: Not to exceed 25o C for extended periods. Peak temperature not to exceed 32o C. Offsite contracted storage facilities used for the storage of medium-term film will generally comply with environmental standards described in standard 5.6/05 "Contracted Records Centre Services." 8.2 Extended-term Environmental Conditions The following conditions are suitable for the preservation of microforms having permanent value. Environmental conditions will be monitored 24 hours a day. Relative humidity: 20% to 30%. No fluctuations greater than 5% will occur within a 24 hour period. Temperature: 19o C to 21o C. No fluctuations greater than 2o C within a 24 hour period. Air quality: Filtration for dust: Total Suspended Particulates (TSP) less than or equal to 75 micrograms/meter3. Filtration for acidic gases. Positive pressure will be maintained. Filtration of gaseous pollutants to the following maximum levels: sulphur dioxide (SO2) 1.0 ug/m3 nitrogen dioxide (NO2 5.0 ug/m3 ozone (O3) 25.0 ug/m3 Use best control technology for hydrogen chloride (HCl), acetic acid (CH3COOH), and formaldehyde (HCHO). If the storage area is to be painted, the film should be removed for a 3 month period. Otherwise, paint fumes may oxidize the film. 9. FIRE PROTECTION No smoking will be permitted in any area where microfilm is stored or handled. Enclosure materials for fire-resistant storage will be sufficiently fire resistive that they will not ignite or develop reactive fumes after heating for four hours at 150o C (302o F) in the package that is to be stored. Many enclosure materials will melt or become badly distorted at this temperature. However, this melting or distortion should not cause damage to the microfilm or prevent it from being removed from the enclosure. Microform storage facilities will have fire protection and fire safety provisions that meet 5.6/05 "Contracted Records Centre Services." 10. EMERGENCY ALARM SYSTEM Storage areas for security masters of microforms will be protected by fire, water and intrusion detection systems, monitored 24 hours a day. The monitoring service will include regular inspections of all systems components. 11. INSPECTION An adequate number of properly selected lot samples of microfilm will be inspected at two year intervals. If deviations from recommended temperature and relative-humidity ranges have occurred, spot inspections will be made after each occurrence. A random sampling plan of inspection will be used, and a different lot will be inspected each time. If signs of deterioration of either film of enclosure materials are noted, corrective action will be taken, in accordance with inspection procedures. END OF STANDARDS