725 KAR 1:020. Reproduction of public records.

      RELATES TO: KRS 171.450(1)(c), 171.600, 171.670

      STATUTORY AUTHORITY: KRS 171.450, 171.660, 171.670

      NECESSITY, FUNCTION, AND CONFORMITY: KRS 171.450(1)(c) requires the department to establish standards for the reproduction of public records by photographic or microphotographic process.

      Section 1. Due to the rapid changes being brought about in technology, the Department for Libraries and Archives does not approve or disapprove of one method of recording by photographic or microphotographic process over another. In order to safeguard the present and future interests of the people of the Commonwealth, all agencies of state and local government should obtain advice from the Public Records Division prior to changing their methods of recording.

      Section 2. Recording may be done on paper, photostats, electrostatic, thermographic or on film in accordance with KRS 171.660.

      Section 3. If the recording is done on paper, it must be done on thirty-two (32) weight, 100 percent linen paper or its equivalent in accordance with specifications established by the National Bureau of Standards.

      Section 4. If done on photostats, electrostatic or thermographic methods, it must be done on thirty-two (32) weight stock of proven permanency.

      Section 5. If the recording is done on microfilm, miniprint, microcard, microfiche, or some other type of microform, the following safeguards must be observed to obtain approval of the Department for Libraries and Archives:

      (1) A security copy (negative or positive in 16mm or 35mm) roll form must be provided the Public Records Division for security storage. This film shall be provided at no cost.

      (2) Filming in a series should not be continued after the first roll until a test of the film has been completed. The Public Records Division shall be the principal microfilm advisory authority.

      (3) The security and use copies of microfilm should be tested for resolution, density, and hypo-residue. The security film shall be physically inspected every five (5) years for mold, spots, or other evidences of deterioration.

      (4) The security copy shall not be used or handled in any way to cause the film to be scratched or damaged.

      (5) The Public Records Division shall be responsible, where necessary, for supervising appropriate tests of microfilm, which shall follow the standards of the United States Government Bureau of Testing and National Microfilm Association.

      Section 6. No original records may be destroyed by any state or local agency after being microfilmed or otherwise duplicated without written approval of the State Archives and Records Commission.

      Section 7. The State Archives and Records Commission shall be the final authority in the executive branch of government for the disposition of all public records in Kentucky (state, county, and city) but shall not make any decisions without consultation with the agencies involved who shall participate in the decision making. (2 Ky.R. 535; eff. 7-7-76.)