Depository Requirements
Key requirements
The following represent basic requirements related to using
the Security Copy Depository (See Oregon
Administrative Rule 166 Division 25 for detailed requirements):
Microfilm standards
• The State Archives accepts microfilmed
records with a retention period of medium term (between 10 and 100 years)
and long
term retention (at least 100 years).
• Acceptable formats: First generation silver 16mm, 35mm, or 105mm negative non-perforated silver gelatin type on a polyester base.
• Processed film must be on inert plastic reels and must be in inert black plastic or acid free/lignin free boxes.
• Film with a retention of 100 years or greater must be
polysulfide treated. Treatment may be coordinated pre-transfer by the
agency or post-transfer through the Archives. If coordinated by the
Archives, the agency will be billed for treatment costs.
Transfer requests
• Deposit of film with the Archives Division indicates the agency’s
agreement to comply with regulations and procedures of the Archives
Division Security Copy Depository.
• The State Archives must receive in writing a request to transfer microfilm to the Security Copy Depository. Requests received by fax, e-mail, or regular mail, are acceptable. Archives staff will assign an accession number and issue a transmittal form to be signed by the agency & returned with the film to the Archives. Do not send film prior to receiving a transmittal form.
• Requests
must include the following information:
Agency name
Name of agency records officer or authorized person requesting
transmittal
Series title
Reel numbers
Format of film (i.e., 16mm, 35mm, 105-mm fiche)
Retention schedule and the item number
Document numbers or information (if applicable)
Number of units (reels)
Retention period
Inclusive dates
Page numbers (if applicable)
• The requesting Agency is responsible for transporting the microfilm to the State Archives. The Archives recommends using traceable shipping services (e.g., UPS & USPS registered mail).
• Upon arrival film is inspected to ensure that it meets the Depository's minimum requirements. Film that does not meet these requirements is not accepted into the Depository and is returned to the agency for correction.
Charges
For the 2011-2013 biennium the following charges apply for storing microfilm in the Security Copy Depository:
$10 per biennium for up to 6 reels;
$20 per biennium for up to 13 reels;
$.72 per reel 14+ reels.
Invoices are sent at the beginning of the biennium (July 1).
For more information...
If you have any questions please call the
State Archive's Microfilm Technician, Loren Wuest at (503) 378-5250
or e-mail him at loren.d.wuest@state.or.us