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(a) P.L. 1994, c.140, 4 (N.J.S. 47:3-26 as Amended) et al. mandates that the Division, with the approval of the State Records Committee as established by P.L. 1953, c.410, 6 (N.J.S. 47:3-20), shall formulate standards, procedures and rules for "data processing and image processing of public records and for the preservation, examination and use of such records," including storage of magnetic media and other electronic records.(b) This section is intended for use in conjunction with the following referenced national and international standards as Amended and supplemented, incorporated herein by reference. The standards cited in this subsection are available from the American National standards Institute (ANSI) or other standards-setting organizations as cited in N.J.A.C. 15:3-6.2. They are also available for inspection at the Division of Archives and Records Management2300 Stuyvesant AvenueTrenton, New Jersey per the provisions of N.J.A.C. 15:3-4.7(f).1. ANSI X3.39-1986. Recorded Magnetic Tape for Information Interchange (1600 CPI, PE);2. ANSI X3.54-1986. Recorded Magnetic Tape for Information Interchange (6250 CPI, Group Coded Recording);3. ANSI X3.180-1990. (R1996) Magnetic Tape and Cartridge for Information Interchange 18-Track, Parallel, 12.65 mm (112 in) 1491 cpmm (37 981 cpi) Group Coded Recording;4. ANSI/NAPM IT9.23-1996. Imaging Materials--Polyester Based Tape--Storage;5. CPA/NML 1995. Magnetic Tape Storage and Handling: A Guide for Libraries and Archives;6. Executive Order 12906 of April 11, 1994 (3 CFR, 1995 Comp., p. 882). Federal Geographic Data Committee--Content standards for Digital Geospatial Metadata; and7. FIPS 173-1. Spatial Data Transfer Stanarcd (SDTS)(DOI/USGS Specs.)--94 June 10.(c) All public records on electronic recording media shall be stored and maintained in compliance with all appropriate standards, rules and guidelines for storage of electronic records promulgated in this section or incorporated herein by reference, as Amended and supplemented, including:1. Agencies shall maintain all medium-term or permanent and long-term backup or security copies of public records on electronic recording media in a storage facility with constant, controlled environmental conditions per standards promulgated for particular types of records media within this rule. If more than one type of media is stored in a storage facility, the most restrictive standards for temperature and humidity shall apply, if applicable, unless the facility contains areas capable of maintaining separate environmental controls appropriate for different media.2. Agencies shall annually read a statistical sample of all electronic media containing long-term or permanent records to identify any loss of information and to discover and correct the cause of data loss.3. To safeguard against the loss of information due to equipment malfunctions or human error, agencies shall backup and refresh electronic records on a routine schedule, established and maintained by agencies, as appropriate.4. Duplicate backup or security copies of medium-term or permanent and long- term records shall be maintained in appropriate storage located in buildings separate and at an appropriate distance from the office or other location where the records are normally used.5. Agencies shall prohibit smoking, eating, or other activities that would produce contaminants in any electronic media storage libraries or other records storage facilities, including test or evaluation areas.6. Agencies shall ensure that all authorized users can identify, access and retrieve information stored on diskettes, removable disks, tapes, optical disks, or other electronic recording media used to store mediumterm or permanent and long-term records by establishing and implementing procedures for external labeling(or the equivalent for automated management systems) of the contents of such recording media. External labels, or their equivalent, shall provide unique identification for each storage media, including:i. The name of the organizational unit responsible for the data;ii. System title, including the version number of the application;iii. Special security requirements or restrictions on access, if any; andiv. Software in use at the time of creation.7. Adequate documentation and information shall be maintained for all public records designated for medium-term or permanent and long-term records retention and storage on electronic recording media.Such documentation shall include:i. The file title;ii. The dates of creation;iii. The dates of coverage;iv. The recording density;v. The type of internal labels;vi. The volume serial number, if applicable;vii. The number of tracks;viii. Character code/software dependency;ix. Information about block size; andx. The sequence number, if the file is part of a multi-media set.8. Agencies shall establish policies and procedures to ensure that electronic records and their documentation are retained as long as needed for their continuing administrative, legal or historical value. These records retention policies and procedures shall include provisions for:i. Scheduling the retention and disposition of all electronic records and related documentation, code books, indexes or other information necessary to access the records, in accordance with the provisions of the Destruction of Public Records Law (1953), P.L. 1953, c.410 (N.J.S. 47:3-15 et seq.) and N.J.A.C. 15:3,Records Retention promulgated by the Division and the State Records Committee;ii. Transferring custody of electronic records and related documentation to the State Archives per P.L. 1920, c.46, 7, (N.J.S. 47:2-7) at an appropriate time per:(1) Records retention schedule, as specified under guidelines, rules, and regulations promulgated by the Division of Archives and Records Management concerning appraisal, transfer, accessioning and storage of public records, including N.J.A.C. 15:3, Records Retention.(2) P.L. 1920, c.46, 4, (N.J.S. 47:2-3) and the provisions of N.J.A.C. 15:3-2.6, if any county, municipality, or public agency, body, board, or institution or society has or may become extinct.(3) Mutual agreement between the agency and the State Archives, as appropriate;iii. Establishing internal procedures for regular recopying, reformatting, and other necessary maintenance to ensure the retention and usability of the electronic records throughout their authorized life cycle;
(e) The following apply to storage and maintenance of floppy disks:1. Floppy disks shall not be used for long-term or permanent storage of public records.2. Use of floppy records for public records shall be limited to temporary storage and maintenance.3. To avoid potential damage or loss of records stored and maintained on floppy disks, an additional backup copy of the disk should be created and stored in a location separate from the location where the records are normally used.4. Disks shall be stored vertically in stanarcd storage containers.5. Disks shall be kept away from strong magnetic or other electrical fields which can demagnetize or degrade the disks. Disks shall not be stored near a computer, printer or other electronic equipment or appliances.6. Agencies shall ensure that access to public records stored and maintained on floppy disks remain accessible for the retention period established for the records.i. Agencies shall ensure that access is not lost because of deterioration of the disks or changing technology by updating or converting data on floppy disks to the agency's current hardware and software or to an alternate records storage media.ii. Costs of conversion may be saved if an agency can determine that the authorized disposition period of such public records has been exceeded and may be scheduled for destruction per P.L. 1953, c.140 (N.J.S. 47:3-15) as Amended.(f) The following apply to storage of optical disks:1. Optical disks vary widely in their physical make-up and recording technologies. Environmental conditions for storage and maintenance of optical disks used for storage of public records shall be established and maintained per ISO 18925:2002, Imaging Materials--Optical Disc Media--Storage Practices, incorporatedherein by reference, as Amended and supplemented, unless other storage standards based on manufacturers specifications, are recommended.2. In general, storage temperatures for compact disks (CDs) and other optical disks shall not be any warmer than 25 degrees Celsius (77 degrees Fahrenheit) when long-term storage is desired. Cooler temperatures down to 10 degrees Celsius (50 degrees Fahrenheit) will help ensure a longer life expectancy for the media. Relative humidity shall be maintained in the range of 20 to 50 percent.3. Cycling conditions, especially extremes in temperature and humidity, can be dangerous to compact disks and many other types of optical disks. Fast changes between very warm and wet conditions to cooler and very dry conditions may produce warping and distortion. The recommended maximum limit to temperaturechange is 15 degrees Celsius or about seven degrees Fahrenheit per hour. For humidity, the recommended maximum change per hour is 10 percent.4. Optical disks shall be stored vertically in stanarcd storage enclosures.5. Magneto-optical disks are by nature and composition magnetic media and storage and maintenance of the same shall therefore comply with all applicable standards, rules and guidelines for magnetic media promulgated in this subchapter.i. Magneto-optical disks and other optical disks which employ phase-change technologies shall not be used for long-term permanent storage of public records.ii. Magneto-optical disks shall be kept away from strong magnetic or other electrical fields which can demagnetize or degrade the disks. Disks shall not be stored near a computer, printer or other electronic equipment or appliances.(g) Videotapes which are part of a public record or used for storage of public records shall be stored and maintained ANSI/NAPM IT9.23-1996. Imaging Materials--Polyester Based Tape--Storage as Amended and supplemented, incorporated herein by reference, and all applicable standards, procedures guidelines promulgated in this section, including:1. Master videotapes shall be stored in a regulated climate zone.i. Temperatures shall be no greater than 20 degrees Celsius (68 degrees Fahrenheit).ii. Relative humidity shall be between 20 and 30 percent, with fluctuations not greater than plus or minus five percent in a 24 hour period.iii. Air filtration systems shall be capable of removing particles and other contaminants greater than 150 microns and oxidants including peroxides and automobile emissions which damage videotapes.iv. Air flow shall be no greater than four cycles or changes per hour.2. Tapes shall be stored in plastic videotape storage boxes of inert polypropylene or polyethylene. Cardboard sleeves and other paper material shall be removed from storage boxes and no paper items shall be stored in the storage containers with videotapes.3. Tapes shall be stored in a vertical position and shall be rewound at least once a year on a rewinding device rather than a videotape player. Once a year master tapes shall be wound onto the tape's other hub and stored with that hub down for the remaining year or until used.4. Videotapes shall be stored away from heat sources or any devices which emit magnetic fields such as VCRs or television sets that can damage magnetic media such as videotape. Tapes shall not be stored in metallic containers or on metal shelves if there is a danger that these can conduct electricity or generate magnetic fields.5. Labels shall be affixed to both tape cassettes and storage boxes which designate all pertinent information concerning the contents of the videotape, including date, tape number, title, etc.6. Master copies of videotapes shall not be used for reference purposes.i. Duplicate copies shall be made of master videotapes for use for reference purposes.ii. Copies of master videotapes shall be made only as necessary to avoid possible damage and degradation of the master tapes.7. Videotapes shall not be regarded as an archival media and shall not be used for long-term or permanent storage of public records. Transfer to kinescope or motion picture film is recommended for records on videotape with long-term or permanent retention schedules.i. For long-term or permanent preservation, images and sound on videotape shall be transferred to film or some other more permanent media.ii. Repeated duplication of videotapes for any preservation purposes will increasingly reduce the quality of recorded images and sound.(h) Audiotapes used for storage of public records shall be stored and maintained per ANSI/NAPM IT9.23-1996. Imaging Materials--Polyester Based Tape-- Storage as Amended and supplemented, incorporated herein by reference, and all applicable standards, procedures guidelines promulgated in this section, including: 1. Long-term or permanent storage of audio records shall be on reel-to-reel magnetic tape 1.5 mil mylar backing. At this time, analog reel-to-reel tape is the only industry recommended storage media for audio recordings.i. Audiotape cassettes or digital audiotape (DAT) or recordable digital audiotape (R-DAT) shall not be utilized for long-term for public records because to potential loss of information due the physical characteristics of these media.ii. As of August 3, 1998, no national or international standards for long- term storage conditions for audiotape cassettes or digital audiotape (DAT) or recordable digital audiotape (R-DAT) cartridges.2. Handling and use of tape shall be kept at a minimum, since excessive use will result in harmful dust, grease and oils, and other contaminants being deposited on the tape.3. Leader tape (about six feet) shall be included on the beginning and end of all reel-to-reel tapes to avoid loss of record material. Leader is not required on cassette tapes.4. Tapes shall not be left on tape machines any longer than necessary. Prompt removal after use will reduce temperature-induced print-through.5. Correct winding tension is an essential aspect of tape storage.i. Tapes shall be wound under tension and stored under tension in order for tape to move onto and off reels smoothly and wound evenly. When tension is exceeded, deformation may occur, resulting in distortion and loss of sound content.ii. Tape shall be stored at playback speed (between two and three ounces per quarter inch of tape) and shall not be rewound before being stored. In rewind and fast-forward modes tensions on tapes fluctuate and is usually higher than playback mode.iii. Reel-to-reel tapes shall be stored tails out, so that the end of the tape will be on the outside of the tape.iv. To relieve tension built up in tapes held in long-term storage, tapes shall be rewound at playback speed annually. Rewinding is especially advisable for old tapes.6. Ambient atmospheric conditions in the storage of tapes are more critical for audiotapes than for many other magnetic media. Tapes shall be stored at 15.6 to 21.1 degrees Celsius (60 to 70 degrees Fahrenheit), with temperature variations of not greater than plus or minus five degrees Fahrenheit, and relative humidity (RH) of 30 to 40 percent.i. Low relative humidity shall be maintained to protect against fungus growth on tapes, particularly tapes that have been spliced. Growth takes place at spliced sites.ii. If tapes are transferred from an air conditioned storage area to a normal office or reference area, they shall be given 24 hours to acclimate to the new environment before use.iii. Tape storage areas shall be kept free of dust and other contaminants.iv. Creation of changing stress in audiotapes by thermal and hydroscopic cycling will result in print through, deterioration of sonic content, and changes in timing, as well as loss of oxide coating.7. Accidental exposure of audiotapes to magnetic fields, especially tapes in long-term storage, may cause erasure of recordings.i. Tapes shall not be stored on metal shelving or in metal storage equipment or enclosures.8. Tapes shall be stored in polyethylene bags or their plastic boxes may be retained for storage. Cassette tapes without containers shall be provided with new boxes.9. Tapes shall be stored vertically on shelves to minimize distortion of the tape.10. Audiotape equipment shall receive periodic maintenance to minimize possible damage to tapes and maximize playback quality. Major areas of maintenance include:i. Cleaning magnetic heads, capstan, pinch rollers, tape guides and lifters, scape and flutter filters, and tape tension arms;ii. Demagnetization of tape heads, as well as other metal parts tape contacts;iii. Replacement of pinch rollers; andiv. Maintenance operations normally performed by technical personnel, including:(1) Alignment of magnetic heads;(2) Adjustment of tape tension;(3) Replacement of worn heads; and(4) Adjustment of bias and equalization.
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