Sampling frequency measures the imaging spatial resolution and is computed as the physical pixel count or pixels per unit of measurement, such as pixels per inch (ppi). (2) You must digitize photographic prints (and items outlined in paragraph (d)(1) of this section), including monochrome and black and white originals, using RGB color mode (which captures nuances in black, gray, sepia, etc, as well as color contained in the original). (1) Records suitable for the specifications in table 1 are paper records with well-defined printed type (such as typeset, typed, laser-printed, etc. Register (ACFR) issues a regulation granting it official legal status. regulations regarding records disposition and other aspects of records management. Use the PDF linked in the document sidebar for the official electronic format. Records management objectives usually fall into one of three categories: Service (effective and efficient), Profit (or cost-avoidance), and. You must: (1) Employ automated and visual inspection processes to verify record completeness; (2) Visually compare source records with their digitized versions to verify that 100% of the source materials have been captured and accounted for, and that the digitized records are in the same order as the original; (3) Verify that all records have been accounted for by referring to box lists, folder title lists, or other inventories; (4) Verify that all sources of record information have been digitized by examining records for related envelopes, notes, or other forms of media. This table of contents is a navigational tool, processed from the (3) Meet the metadata requirements specified in 1236.54. Information about this document as published in the Federal Register. You should perform QC inspections of files for compliance with all parameters and criteria identified for QA in parts 1236.48 through 1236.54. In addition, this subpart does not cover records on dynamic media, such as motion picture and audio-visual records, videotapes, and audio cassette tapes. In general, this should be when the records are 30 years old or older ( see also 36 1235.14 ). Please do not include these media in the same transfer with paper records without prior approval from the FRC. Physical control is having the information necessary to physically manage the records. We are also making a minor revision to our records schedule review provisions to establish a requirement for agencies to review, every five years, all records schedules that are ten years old and older, based on the date the National Archives and Records Administration (NARA) approved the schedule. (b) You must digitize, encode, retain, and transfer photographic print records in one of the following file formats, either uncompressed or with one of the specified lossless compression codecs: (c) You must transfer metadata specified in 1236.54 table 1 to paragraph (c)(1), table 2 to paragraph (c)(2), and table 3 to paragraph (d) in comma separated values (CSV) format. You can access FADGI online at http://www.digitizationguidelines.gov/guidelines/digitize-technical.html. sampling efficiency 80% and SFR response at half sampling frequency 0.3. ) or https:// means youve safely connected to . Counts are subject to sampling, reprocessing and revision (up or down) throughout the day. to the courts under 44 U.S.C. If you are using public inspection listings for legal research, you More Information: What is a Record? EMAIL. (b) Records management requirements. Answer: Permanent records are destroyed after a fixed period of time or the occurrence of an event. In short, no, they aren't. In fact, this may come as a shock to most of you, but permanent records really don't exist. (iv) For more information about selecting equipment and about records that need special handling, please contact the Records Management Policy and Standards Team by email at rmstandards@nara,gov or by phone at 301.837.1948. 1236.20(b)(1) requires that agencies assign unique identifiers to each record, The number assigned to the disposition schedule item to which the record belongs, A related record that is either physically or logically required in order to form a complete record. All Federal records must be scheduled: they must be assigned an appropriate amount of time after which they will be destroyed or transferred to the National Archives for permanent retention. For accountable officers' records, cite the appropriate item from GRS 6. False Record removal authorization must be coordinated with: All of the above. National Archives and Records Administration. True False Permanent record: The records that are being maintained by the business entity, organization or government which cannot be customized, altered or destroyed are known as. (a) This subpart covers the standards and procedures you (an agency, employee, or agents acting on the agency's behalf, such as contractors) must apply when digitizing permanent paper records using reflective digitization techniques. The FOIA site will also help you make a request for records that cannot be found on OPM's website. A locked padlock A .gov website belongs to an official government It is important to capture this information about original source records and about the intervening digitization steps because we will not have the original source records or other project documentation to use when maintaining the digitized versions as archival records in the future. (a) Equipment requirements. (b) Accordingly, you must have the following documents when digitizing permanent records and retain them in association with the digitized records, as specified in 1236.58(f): (1) A defined project plan that identifies the: (i) Record series or file units you will digitize (note any missing records in the details section of the ERA TR and provide scans, as outlined in 1236.44(b)(1)); (ii) Estimated volume and media types of the original source records; (iii) Image quality parameters you must meet to capture the appropriate level of detail present in the original in order to interpret the information in the recordsincluding resolution,[1] Degaussing can effectively and quickly destroy the data in a device storing a large amount of information or sensitive data. When must agencies reschedule or review their records schedules? You will need to maintain intellectual and physical control over the records throughout the project. This includes defining requirements, implementing a testing and analysis process, performing corrective measures, and verifying that products conform to the requirements. Agencies retain permanent records for administrative, legal, or fiscal purposes for a specific period of time. (b) This subpart does not cover standards and procedures you must apply when digitizing permanent records using transmissive digitization techniques. Color channel misregistration measures the spread of red, green, and blue light in terms of pixel misregistration. (4) At a minimum, you must digitize the paper records covered by this paragraph to the following parameters: (d) Digitizing requirements for photographic prints, and paper records not suitable for mass digitization. What does it include? sampling efficiency >80% and SFR response at half sampling frequency <0.3. The values returned by a hash function are called hash values, hash codes, digests, or simply hashes. What is a record?2. Contact rmstandards@nara.gov with any questions on records management and digitization. Degaussing destroys computer data using a high-powered magnet which disrupts the magnetic field of an electronic medium. But most of these were those boring forms your parents filled out; doctor's visits, full names, shot records, allergies . Re-digitizing the records will allow agencies to use the GRS as the authority to destroy the original paper source records and transfer the new digitized records to NARA. We may publish any comments we receive without changes, including any personal information you include. 5. When all the measurements fall within the technical parameters' performance metric value tolerance range, the digital files meet the image quality objectives. You should work with your agency legal counsel to determine whether such Start Printed Page 77099retention might be necessary because it relates to rights and interests, appeal rights, benefits, national security, litigation holds, or other similar reasons. This includes knowing where the records are housed, whether any records that fall within the project's scope are missing or stored separately, and the records' physical form (such as media types, the records' dimensions, and the smallest level of detail used to convey information). Mandatory if a record includes multiple parts, such as the component parts of a case file or mixed-media file. Essentially, it comprises anything that is part of a business transaction. Document page views are updated periodically throughout the day and are cumulative counts for this document. This parameter is used to evaluate lens performance. (ii) These values are appropriate when original source records do not have visible content that is recorded in the same tone densities as the two darkest patches (L*20 and L*21) of the DICE target. 13771 requirements. Reflective digitization is a process in which an imaging system captures reflected light off of scanned objects such as bound volumes, loose pages, cartographic materials, illustrations, posters, photographic prints, or newsprint. For example, a case file may include paper records, on-line electronic records, and electronic records on storage media such as magnetic tapes or other optical media. Appraising records Records are examined or reviewed in order to determine if they should be destroyed, retained for further consideration, or permanently preserved. Instructions: All submissions must include NARA's name and the regulatory information number for this rulemaking (RIN 3095-AB99). Indicate in this section if the series of records is subject to the Privacy Act. Permanent Records. By imaging the DICE target and evaluating through the DICE software, variances from known values can be determined, which is a good indicator of how accurately the system is recording color. The Office of Management and Budget (OMB) has reviewed this rulemaking and determined it is not significant under section 3(f) of Executive Order 12866. (iii) You must also document any records that you cannot digitize according to the standards in this subpart. Reviewed Date: 11/08/2022. (3) Your agency must use image QA processes to: (i) Determine whether equipment performance meets specifications before you select the equipment; (ii) Evaluate internal or external vendor imaging systems against image specifications; (iii) Monitor device performance during digitization; and. 1. Lightness non-uniformity measures how evenly a lens records the lighting of neutral reference targets from center to edge and between points within the image. Examples of permanent records are the original process in a civil or criminal proceeding and the minutes of the city's governing body. NARA certifies that this rulemaking does not contain a Federal mandate that may result in such an expenditure, and this rulemaking is therefore not subject to this requirement. Developing policies, procedures, and guidance regarding both OPM's internal administrative records; Consulting with information technology (IT) experts throughout OPM to ensure that good recordkeeping processes are an integral part of the agency's IT projects and plans; Coordinating OPM's records activities within the agency's and with other agencies, particularly the National Archives and Records Administration (NARA); and. (c) To conduct the validation, you must verify that: (1) All records identified in the project's scope have either been Start Printed Page 77108digitized or were originally identified in project documentation as missing or incomplete records (and you will note this information in the Details section of the ERA Transfer Request (TR) when transferring the records); (2) All required metadata is accurate, complete, and correctly labeled; (3) All image technical attributes specified in 1236.50 have been met; (4) All image files are legible and the smallest level of detail necessary to understand and use the records has been captured; (5) Mixed-media files are digitized appropriately for the material type, or if mixed-media components are retained in their original format, they are associated with digitized components through metadata, per the requirements specified in 1236.54; and. Reference Number: MTAS-475. Quality control (QC) inspection requirements. We certify, after review and analysis, that this rulemaking will not have a significant adverse economic impact on small entities. Approximately 2% -5% of all federal records are permanent Retention time is reviewed and approved by the National Archives Retained by the agency, then transferred to the National Archives after a specific period of time (usually15-20 years) PermanentRecords Have additional, enduring historical and informational value True DHA Form "Notice of Destruction" is ONLY required for records containing sensitive, PII, or PHI. A QA program is heavily dependent on quality control (QC) data to search for patterns and trends. An Office File Plan is not required if the office's records are organized. Boxes stored at the records center are not destroyed without the receipt of formal signed authorization from the . has no substantive legal effect. Otherwise, you run the risk of identity theft. Quality management (QM) are the overall management functions and underlying activities that determine quality policies, objectives, and responsibilities, and implement them through planning, control, assurance, and improvement methods within the quality system. 202, Subpart EDigitizing Permanent Federal Records, https://www.federalregister.gov/d/2020-26239, MODS: Government Publishing Office metadata, https://www.archives.gov/records-mgmt/bulletins/2020/2020-01, https://www.archives.gov/records-mgmt/bulletins/2010/2010-04.html, http://www.digitizationguidelines.gov/guidelines/digitize-OpenDice.html, http://www.digitizationguidelines.gov/guidelines/digitize-technical.html. For complete information about, and access to, our official publications the Federal Register. Register, and does not replace the official print version or the official (i) You must scan a reference target containing a grayscale, color chart, and accurate dimensional scale at the beginning of each workday; and. Permanent records are those for which the disposition is permanent as documented on a records schedule in the Electronic Records Archives (ERA) or SF-115, Request for Records Disposition Authority, approved by NARA on or after May 14, 1973. USA.gov, The U.S. National Archives and Records Administration You must also place digitized records in a system that can successfully produce and manage the records over time and must ensure you have intellectual and physical control over source records sufficient to support digitization. The amendment applies to both temporary and permanent records. When the balance is neutral, a white patch in the reference target should be recorded as even values across red, green, and blue channels, with a value approaching the limit of the file format to define white. Register documents. Special description requirements apply for certain records and should be stated in item 6(f): Stratified Report Invoicing: For agencies participating in Stratified Report Invoicing, a caret (^) followed by a valid two-digit charge code must be placed at the beginning of the series description. Permanent records are accessioned (e.g., transfer of legal You should adopt methods consistent with the Federal Agencies Digital Guidelines Initiative (FADGI) Digital Image Conformance Evaluation (DICE) program (see 1236.41 for a description of DICE) to ensure you meet digitization image quality parameters, but you do not have to use DICE to do so. We are not incorporating the FADGI Guidelines in their entirety because they include general digitization practices outside the scope of this subpart. In 1224.10, in paragraph (c), add two sentences at the end to read as follows: (c) * * * Every five years, agencies must review all records schedules that are ten years old and older, based on the date NARA approved the schedule. We propose to amend 36 CFR part 1224, Records Disposition Programs, and 36 CFR part 1225, Scheduling Records, to set a timeframe for required review of existing records schedules. If the components of the record do not have individual titles, you must apply the item Record IDs instead. Unscheduled Records What types of files stations are you allowed to store record information within? Verify the files are not dimensionally distorted, have correct orientation (portrait/vertical, landscape/horizontal, horizontally or vertically flipped), and informational content is not cropped. If the files are non-records, you may dispose of them. Project management and documentation requirements. Social (moral, ethical and legal) responsibility. Keep permanently. Agencies must submit a new records schedule to NARA in the following situations: 5. Mixed media (e.g., computer diskettes, microfilm, or videocassettes) cannot be stored in the same environment as paper records. ), drawings, bound volumes, and photographic prints. Site Audit Records: State "GAO Site Audit" if the records have been so designated by the Government Accountability Office, and indicate whether the site audit records pertain to Native Americans, Non-paper-based and special format records: These can include records such as microfilm, engineering drawings (because of their special format), electronic media, etc. We propose revising the regulations to require that every five years agencies must review records schedules that are ten years old or older, based on the date NARA approved the schedule. Resolution is the level of spatial detail an imaging system can resolve in an image. Federal Agencies Digital Guidelines Initiative (FADGI) is a collaborative effort by Federal agencies to articulate Technical Guidelines that form the basis for many of the digitization technical parameters in this Part, which equate to the FADGI three-star level. The frequent repetitions, summaries, and cross-references This rulemaking covers only permanent records of the kinds listed above. This advisory circular (AC) describes methods, procedures, and practices that have been determined to be acceptable means of showing compliance with the General Aviation (GA) maintenance record-making and recordkeeping requirements of Title 14 of the Code of Federal Regulations (14 CFR) parts 43 and 91. "The Senate study began as an examination of the CIA's destruction of crucial video records of the torture program, . Destruction is the act of disposing of records permanently by obliterating records so that the information in them can no longer be physically or electronically reconstructed or recovered.. You must inspect the resulting digitized files to check that they meet the digital file, image quality, and metadata specifications. should verify the contents of the documents against a final, official 44 U.S.C. However, the stress from his high expectations leads him to commit suicide. ), and with moderate to high contrast between the ink of the text and the paper background. Yes, there were school records kept on us while we were students.
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