indicating the completion of the series and the date. If after validation, supplemental data or
corrections, or both, are required, the microform may be produced separately or as a part of the
series rerun, but shall be affixed to the original microform certificate as described in this subrule.
(2) As the initial recording media, each tape record series shall be externally labeled and
shall include, as a basic part of the program, at the beginning of that series, an introduction
stating the record series title, date prepared, the name of the official responsible for validating or
confirming the data contained therein, and an index where appropriate. Each record series shall
be closed with a clear and standard notation indicating the completion of that series and the date.
(3) As converted from other media, each microform record series shall include as an
integral part a certificate or certificates which state that the microforms are direct and facsimile
reproductions of the original records and that they have been made in accordance with prescribed
instructions. A certificate shall be executed by a person or persons who have personal knowledge
of the facts covered thereby.
(4) As converted from other media, each microform record series shall begin and end with a
statement as to the nature and arrangement of the records reproduced and the date. Rolls of film
shall not be cut. Supplemental or retaken film, whether of misplaced or omitted documents or of
portions of microform found to be defective, shall be attached to the beginning of the microform
record series and the aforementioned certificate shall cover the supplemental or retaken film and
shall state the reasons for the subsequent actions.
(5) If, in accordance with the provisions of rule 5b, the utility elects to convert records to
the tape media, the same certification provision specified in subrule (2) shall be provided in the
History: 1979 AC; 1980 AACS.
R 460.2505b Preservation of record media; change of media for existing records.
Rule 5b. Records prepared and maintained under previous rules in a paper media whose
remaining retention period falls within the life expectancy range of any of the media detailed in
figure 1 may be converted to that media at the public utility’s or licensee’s option, if the
applicable certification processes described in rule 5a are observed and an audit referencing
capability is maintained.
History: 1979 AC; 1980 AACS.
R 460.2505c Preservation of record media; records created or maintained in a media
and format other than readable entries on paper.
Rule 5c.(1) All records created or maintained in a media and a format other than readable
entries on paper shall comply with all of the following:
(a) Be prepared, arranged, classified, identified, and indexed to permit the subsequent
location, examination, and reproduction of the record as a readable media.
(b) Be stored in a manner that provides reasonable protection from hazards, such as fire,
flood, and theft, and be maintained in a controlled environment.
(c) Be regenerated, including proper certification, when damaged.