---
kind: "section"
citation: "36 C.F.R. § 1238.22"
title: "36"
number: "1238.22"
heading: "What are the inspection requirements for permanent and unscheduled microform records?"
url: "https://uscodex.org/cfr/36/1238.22"
---

# §1238.22. What are the inspection requirements for permanent and unscheduled microform records?

- (a) Agencies must inspect, or arrange for a contractor or NARA to inspect master microform of permanent or unscheduled records following the inspection requirements in [paragraph (b)](#b) of this section.
- (b) The microforms listed in [paragraph (a)](#a) of this section must be inspected initially in accordance with ANSI/AIIM MS45 (incorporated by reference, see [§ 1238.5](/cfr/36/1238.5.md)). All microforms must be inspected when they are two years old. After the initial two-year inspection, unless there is a catastrophic event, the microforms must be inspected as follows until they are transferred to NARA:
  - (1) **For microfilm produced after 1990, inspect the microfilm every 5 years.**
  - (2) **For microfilm produced prior to 1990, inspect the microfilm every 2 years.**
- (c) To facilitate inspection, the agency must maintain an inventory that lists each microform series or publication by production date, producer, processor, format, and results of previous inspections.
- (d) The inspection must include the following elements:
  - (1) An inspection for aging blemishes following ANSI/AIIM MS45 (incorporated by reference, see [§ 1238.5](/cfr/36/1238.5.md));
  - (2) A rereading of resolution targets;
  - (3) A remeasurement of density; and
  - (4) A certification of the environmental conditions under which the microforms are stored, as specified in [§ 1238.20(a)](/cfr/36/1238.20.md?p=a).
- (e) The agency must prepare an inspection report, and send a copy to NARA in accordance with [§ 1238.28(c)](/cfr/36/1238.28.md?p=c). The inspection report must contain:
  - (1) **A summary of the inspection findings, including—**
    - (i) A list of batches by year that includes the identification numbers of microfilm rolls and microfiche in each batch;
    - (ii) The quantity of microforms inspected;
    - (iii) An assessment of the overall condition of the microforms;
    - (iv) A summary of any defects discovered, e.g., redox blemishes or base deformation; and
    - (v) **A summary of corrective actions taken.**
  - (2) **A detailed inspection log created during the inspection that contains the following information—**
    - (i) A complete description of all records inspected (title; roll or fiche number or other unique identifier for each unit of film inspected; security classification, if any; and inclusive dates, names, or other data identifying the records on the unit of film);
    - (ii) The date of inspection;
    - (iii) The elements of inspection (see [paragraph (d)](#d) of this section);
    - (iv) Any defects uncovered; and
    - (v) **The corrective action taken.**
- (f) If an inspection finds that a master microform is deteriorating, the agency must make a silver duplicate in accordance with [§ 1238.14](/cfr/36/1238.14.md) to replace the deteriorating master. The duplicate microform must meet inspection requirements (see § 1238.22) before it may be transferred to a record center or NARA.
- (g) Inspections must be conducted in environmentally controlled areas in accordance with ANSI/AIIM MS45 (incorporated by reference, see [§ 1238.5](/cfr/36/1238.5.md)).

## Notes

### Authority

Authority: 44 U.S.C. chapters 29 and 33.

### Source

Source: 74 FR 51014, Oct. 2, 2009, unless otherwise noted.