OAR 166-025-0021: Hybrid Systems

The use of hybrid systems (system that combines a micrographic/microfilm analog system with an electronic, digital technology) may be used provided the following conditions have been met: (1) Electronic Imaging to Microfilm-for records with a retention period of 100 years or greater (a) The microfilm copy produced is a silver halide microfilm that meets all of the requirements for microfilm outlined in OAR 166 Division 25. (b) Each roll of film produced from an electronic imaging system carries the required targets for both electronic imaging systems (166-017-0031) and for microfilm (166-025). (c) Each roll of film that will be deposited into the Security Copy Depository shall be polysulfide treated according to OAR 166-025. (d) Documents shall be scanned using a resolution of not less than 200 dpi and can be transferred to either 16mm or 35mm rolls of microfilm. However, documents containing fonts smaller than six-point, architectural and engineering drawings, maps, and line art shall be scanned at a minimum density of 300 dpi. In addition, documents containing fonts smaller than six-point, architectural and engineering drawings, maps, and line art shall be recorded on 35 mm roll silver halide film only. (e) One-hundred percent of the scanned images shall be verified for completeness and accuracy prior to the destruction of the original record. The verification of images shall include the inspection of images on the microfilm. (2) For records with a retention period of less than 100 years, documents shall be scanned using a resolution of not less than 200 dpi; documents containing fonts smaller than six-point, architectural and engineering drawings, maps, and line art shall be scanned at a minimum density of 300 dpi, and one-hundred percent of the scanned images shall be verified for completeness and accuracy prior to the destruction of the original record. (3) Microfilm to Electronic Imaging (a) A duplicate of the microfilm shall be made prior to scanning the microform. (b) One-hundred percent of the scanned images shall be verified for completeness and accuracy. (c) Microfilm with a retention period of less than 100 years may be destroyed once one-hundred percent of the scanned images are verified for completeness and accuracy. (d) Microfilm with a retention period of greater than 100 years may not be destroyed unless written permission has been obtained from the State Archivist. (4) Targeting and certification shall be completed according to the requirements of 166-025-0022.