DAR File No. 38064
This rule was published in the November 15, 2013, issue (Vol. 2013, No. 22) of the Utah State Bulletin.
Administrative Services, Archives
Section R17-8-2
Micrographic Standards
Notice of Proposed Rule
(Amendment)
DAR File No.: 38064
Filed: 10/16/2013 12:36:49 PM
RULE ANALYSIS
Purpose of the rule or reason for the change:
The purpose of the amendment is to clarify the language of Subsection R17-8-2(3). The statement that "The State Archives is the official custodian of all master microfilm" does not gain clarity by the addition of the phrase "of permanent and long term records". In fact, the Archives is the custodian of all microfilm masters regardless of the approved retention of the records. Therefore the qualifying phrase is deleted and the statement stands.
Summary of the rule or change:
The change is meant to clarify that the State Archives is the custodian of all master microfilm regardless of the retention of the original records.
State statutory or constitutional authorization for this rule:
- Section 63A-12-101
Anticipated cost or savings to:
the state budget:
The state budget is not affected by this change. Because these are not substantive changes, are clarifying only, and because they had no original impact on the state budget, there will be no impact to the budget with these changes.
local governments:
Local government is not affected by the change. Because these are not substantive changes, are clarifying only, and because they had no original impact on local government, there will be no impact to local government with these changes.
small businesses:
Small business is not affected by the change. Because these are not substantive changes, are clarifying only, and because they had no original business impact, there will be no impact to business with these changes.
persons other than small businesses, businesses, or local governmental entities:
Persons are not affected by the change. Because these are not substantive changes, are clarifying only, and because they had no original impact on persons, there will be no impact to persons with these changes.
Compliance costs for affected persons:
There are no compliance costs associated with this change. Because these are not substantive changes, are clarifying only, and because there were no compliance costs associated with the rule originally, there will be no impact or costs with these changes.
Comments by the department head on the fiscal impact the rule may have on businesses:
I have reviewed the changes and agree there is no impact to business.
Kimberly Hood, Executive Director
The full text of this rule may be inspected, during regular business hours, at the Division of Administrative Rules, or at:
Administrative ServicesArchives
346 S RIO GRANDE
SALT LAKE CITY, UT 84101-1106
Direct questions regarding this rule to:
- Susan Mumford at the above address, by phone at 801-531-3861, by FAX at 801-531-3867, or by Internet E-mail at smumford@utah.gov
Interested persons may present their views on this rule by submitting written comments to the address above no later than 5:00 p.m. on:
12/16/2013
This rule may become effective on:
12/23/2013
Authorized by:
Kimberly Hood, Executive Director
RULE TEXT
R17. Administrative Services, Archives and Records Service.
R17-8. Application of Microfilm Standards.
R17-8-1. Authority and Purpose.
In accordance with Subsection 63A-12-104(1), this rule establishes a procedure for the microfilming standards of permanent and long-term records.
R17-8-2. Micrographic Standards.
(1) Anyone microfilming Utah state and local government documents for retention purposes shall microfilm these records in conformity with the ANSI/AIIM Imaging Guidelines 2004, which are incorporated by reference.
(2) The State Archives must certify that each roll of microfilm complies with these Imaging Guidelines prior to the destruction of the original records.
(3) The State Archives is the official
custodian of all master microfilm[ of permanent and long-term records].
(4) Access to microfilmed records is permitted in accordance with the approved retention and classification for the records series.
KEY: records retention, public information, access to information
Date of Enactment or Last Substantive Amendment: [August 20, 2008]2013
Notice of Continuation: May 17, 2013
Authorizing, and Implemented or Interpreted Law: 63A-12-104
Additional Information
The Portable Document Format (PDF) version of the Bulletin is the official version. The PDF version of this issue is available at https://rules.utah.gov/publicat/bull-pdf/2013/b20131115.pdf. The HTML edition of the Bulletin is a convenience copy. Any discrepancy between the PDF version and HTML version is resolved in favor of the PDF version.
Text to be deleted is struck through and surrounded by brackets (e.g., [example]). Text to be added is underlined (e.g., example). Older browsers may not depict some or any of these attributes on the screen or when the document is printed.
For questions regarding the content or application of this rule, please contact Susan Mumford at the above address, by phone at 801-531-3861, by FAX at 801-531-3867, or by Internet E-mail at smumford@utah.gov.