Sec. 14.18.05.05. Agency Responsibility

A. When paper records are to be microfilmed, and the microfilm is scheduled for permanent retention, the paper records may not be destroyed until the microfilming of those records and the subsequent processing and inspection of the film has been completed in compliance with the standards in Regulation .04G and H of this chapter, nor until the State Archivist has approved the destruction of those records. Permission to destroy record material shall be obtained by filing a Proposal and Certificate of Records Destruction (form DGS-550-9) with the Archives. This permission shall be received before any records destruction can take place.

B. It is the policy of the Division not to store paper records in the State Records Center after those records have been microfilmed. The State Records Center will hold the paper records until the microfilm has been inspected by agency personnel. Once the quality of the microfilm has been assured, the paper records shall be returned to the agency of record or disposed of in accordance with State Government Article, §10-642, Annotated Code of Maryland.

C. The head of each agency shall ensure that the standards in this chapter are made a part of any contract for microfilming services into which an agency may enter.