PURPOSE

Standards for the storage of public records. This document sets forth standards for the preservation of inactive public records of enduring historical value as authorized by Idaho Code, 67-4126. In order preserve records that have enduring historical or archival value, the State Archivist establishes standards for the storage of such records stored either at the State Archives Building or retained at the office of record.

STORAGE OF PUBLIC RECORDS STANDARDS

RECORD STORAGE FACILITY

The standards or the storage of public records of enduring historical value cited herein are available from the American National Standards Institute, (ANSI), Inc., 11 West 42 nd Street, New York, NY 10036 or other standards-setting organizations as cited in the definitions. Exclusions. For the purposes of this document, the term "records storage facility" excludes:

× Central file areas and file rooms containing active records used and maintained in their office of origin.

× Records staging areas used for the temporary storage of records before their transfer to a records center, State Archives, or other disposition, provided no records are held in these staging areas for a period not to exceed six (6) months.

× Records storage areas used solely for the storage of non-current records that have approved retention of less than three years and are not suitable for transfer to a records storage facility due to requirements for high security, technical servicing, or other special record keeping provisions.

1. Any records storage facility for public records shall be constructed of noncombustible and fire-resistive materials. The facility shall be of a nature that minimizes the potential for and the resultant effects of fire. Reference ANSI/NFPA 220 Types of Building Construction, Chapter 3 Types of Construction Reference ANSI/NFPA Types of Building Construction, Chapter 3 Building Construction Reference ANSI/NFPA Types of Building Construction, Chapter 5-2 Fire Restrictive Buildings Reference ANSI/NFPA 232 Protection of Records, Chapter 2 Standards Records Vaults

2. The facility should be a stand-alone structure. In the event the structure is shared with other tenants, fire walls of approved construction shall separate the records storage facility from other areas in the building. Reference ANSI/ NFPA 232A, Archives and Records Centers, Chapter 2-3 Fire Risk Evaluation Factors

3. If the record storage facility is located in a structure with other non-related tenants, activities conducted in other parts the building shall not be of the nature which would create a hazard to the records stored there. Reference ANSI/NFPA 232A Archives and Records Centers, Chapter 2-3 Fire Risk Evaluation Factors Reference ANSI/NFPA 80A Fire Doors and Fire Windows, Protection from Exterior Fire Exposure

4. Access to the facility shall be restricted to authorized personnel. Adequate security procedures and systems shall be provided to prevent loss, theft, or destruction of public records and to ensure the safety and integrity of the public records stored there.

5. A record storage facility shall maintain a fire prevention program based on good housekeeping practices. Smoking, use of open flame devices or the presence of flammable materials shall be prohibited in storage areas. Reference ANSI/NFPA 232AM Chapter 2-6 Fire Prevention Program

6. The facility shall have appropriate fire detection and suppression systems with procedures in place to ensure their effectiveness. Reference ANSI/NFPA 232A Archives and Records Centers, Chapter 5-1 Fire Detection Reference ANSI/NFPA 72 National Fire Alarm Code, Protective Signaling Systems Reference ANSI/NFPA 72E National Fire Alarm Code, Automatic Fire Detectors Reference ANSI/NFPA 72H National Fire Alarm Code, Testing Procedures for Signaling Systems Reference ANSI/NFPA 1 Fire Prevention Code Reference ANSI/NFPA 10 Portable Fire Extinguishers Reference ANSI/NFPA 13 Installation of Sprinkler Systems Reference ANSI/NFPA 13A Inspection & Testing of Sprinkler Systems Reference ANSI/NFPA 231 General Storage, Chapter 5-1 Automatic Sprinkler Systems Reference ANSI/NFPA 232AM Chapter 5-2 Automatic Sprinkler Systems Reference ANSI/NFPA 232AM Chapter 5-4 Gaseous Extinguishment Reference ANSI/NFPA 232AM Chapter 5-5 Comparison of Systems Reference NBS Technical Notice 839, Fire Protection

7. A slightly positive air pressure balance should be maintained within the records storage area so a to ensure (1) consistency of temperature and relative humidity and (2) minimize infiltration of contaminants. Reference ANSI IT9.11 Chapter 7.2 Air Conditioning Requirements

8. Air handling ducts shall be equipped with fire detectors and applicable shutoff apparatus. Reference ANSI IT9.11 Chapter 7.2 Air Conditioning Requirements Reference ANSI/NFPA 232AM Chapter 7-4 Air Conditioning/Ventilation Reference ANSI/NFPA 90A Installation of Air Conditioning/Ventilation

9. The facility shall have a power supply sufficient to maintain environmental controls, security, lighting, fire detection and suppression equipment. Reference ANSI/NFPA 232A, Archives and Records Centers, Chapter 5 Fire Control Systems

10. No cellulose nitrate films shall be stored in the facility

Reference ANSI IT9.11 Chapter 7.3 Air Purity Reference ANSI/NFPA 40 Storage & Handling of Cellulose Nitrate Film Reference ANSI/NFPA 232A Archives and Records Centers, Chapter 2-1 Types of Media

11. All door openings of the records storage facility shall be fitted with a suitable and approved fire-resistant door. Reference ANSI/UL 155 Test for Fire Resistance of Vault Doors Reference ANSI/NFPA 232 Chapter 2-10 Vault Door Specifications

12. All electrical wiring within the facility, exclusive of low-power alarm circuits, shall be encased in approved conduit. Reference ANSI/NFPA 70 National Electric Code Reference ANSI/NFPA 232 Chapter 2-11 Electrical Service Reference ANSI/UL 155 Test for Fire Resistance of Vault Doors

13. Portable fire extinguishers of a type appropriate for Class A fires shall be readily accessible inside and immediately outside the record storage area. Reference ANSI/NFPA 10 Standard for Portable Fire Extinguishers Reference ANSI/NFPA 232 Protection of Records, Chapter 2-13 Fire Suppression

14. All record storage containers within a facility shall be kept at least six (6) inches from piping or conduits. Reference ANSI/NFPA 232 Protection of Records, Chapter 2-12 Operating Practices

15. Work, reference and storage areas shall be constructed so as to avoid prolonged exposure of archival records to direct or indirect sunlight which contain ultraviolet rays which can damage archival material. Ultraviolet light filters shall be placed on all florescent lights in areas where archival records are stored, displayed, processed or researched.

16. Storage containers, folders and other enclosures for archival material shall be constructed of acid-free buffered, lignin free paper or other material free of harmful off-gassing material.

STORAGE OF PUBLIC RECORDS STANDARDS

STORAGE OF MICROFORMS AND OTHER PROCESSED FILM

1. Film enclosures. Film in roll form storage enclosures.

A. Processed photographic films rolled on cores or reels and stored in rolled form, including microfilm, motion picture film, aerial film, and some portrait films, shall not be wound tightly but not under extreme pressure. Cores and reels shall be of non-corroding material such as plastic compounds or nonferrous metals.

B. Rolls of photographic film shall be stored containers to provide protection against dirt and physical damage. Film shall be in a clean condition before it is stored for maximum storage life expectancy. Rolls of film less than 150 meters in length shall be stored so the diameter of the roll is in a vertical position. Rolls greater than 150 meters in length shall be stored so the diameter of the film is in an horizontal position. Any film which gives off acidic fumes, including nitrate or some vesicular films, shall not be stored with silver, diazo, or dye-gelatin film and shall be stored in a location physically separated from other photographic film.

C. Enclosures for microfilm and other rolled film shall be labeled to properly identify the contents of the enclosures and facilitate the storage and retrieval of the same per NISO Z39.62-1993, Eye-Legible Information on Microfilm Leaders and Trailers and on Containers of Processed Microfilm on Open Reels as amended and supplemented, incorporated herein by reference.

Ref.: ANSI IT9.11-1991, Photography (Film) - Processed Safety Film - Storage.

Ref.: ANSI PH153-1984. Photography (Processing) - Processed Films, Plates, and Papers Filing Enclosures and Canisters for Storage.

Ref.: NISO Z39.62-1993, Eye-Legible Information on Microfilm Leaders and Trailers and on Containers of Processed Microfilm on Open Reels.

Ref.: ANSI/NFPA 40-1982. Storage and Handling of Cellulose Nitrate Motion Picture Film

2. Archival roll form storage enclosures. For archival storage of photographic films stored in rolled form, the same requirements as those for roll film storage enclosures shall be observed. In addition the following requirements shall be met for archival storage of such films:

A. Plastic materials used for reels or cores should not contain peroxides. Only non-corrosive plastic or paper bands shall be used to for holding film on reels or cores. If paper bands are used, the paper shall meet minimum requirements established by ANSI IT9.2-1991. Imaging Media - Photographic Processed Films, Plates, and Papers--Filing Enclosures and Storage Canisters and ASTM D3458-1985. Standard Specification for Bond and Ledger Paper for Permanent Records as amended and supplemented, incorporated herein by reference.

Ref.: ANSI IT9.2-1991. Imaging Media--Photographic Processed Films, Plates, and Papers--Filing Enclosures and Storage Canisters

Ref.: ASTM D3458-1985. Standard Specification for Bond and Ledger Paper for Permanent Records.

B. A schedule for periodic inspection for evidence of deterioration of rolled films, plates and prints in archival storage facilities shall be established and conducted including such procedures as established by ANSI/AIIM MS45-1990, ANSI PH4.8-1985, ANSI IT9.9-1990, each as amended and supplemented, incorporated herein by reference.

Ref.: ANSI/AIIM MS45-1990. Recommended Practice for Inspection of Stored Silver- Gelatin Microforms for Evidence of Deterioration.

Ref.: ANSI PH4.8-1985. Photography (Chemicals)--Residual Thiosulfate and Other Chemicals in Films, Plates, and papers--Determination and Measurement.

Ref.: ANSI IT9.9-1990. Imaging Media--Stability of Color Photographic Images— Methods for Measuring.

3. Film in sheet or slide form storage enclosures.

A. Photographic film in sheet form shall be stored in suitable enclosures, which will maximize the life expectancy of the film. Stored films in sheet form shall not be stacked so they are under high pressure. Photographic slides should be stored in cardboard, nonferrous metal or plastic boxes. Color, diazo, and heat-processed film in opaque folders or envelopes or otherwise protected from exposure to light.

B. Paper or plastic material used for envelopes, sleeves, jackets, folders or cartons for the storage of such film shall meet, as a minimum requirement, the specifications of ANSI PH1.53-1984 as amended and supplemented, incorporated herein by reference, especially if such materials are in direct contact with the surface of the films. Suitable materials for plastic enclosures include un-coated polyester (polyethylene terephthalate) and cellulose acetate. Glassine envelopes and chlorinated, nitrated or highly plasticized sheeting shall not be used.

C. Adhesives used in joints and seems of such enclosures shall meet the requirements of ANSI PH1.53-1984 as amended and supplemented, incorporated herein by reference.

4. Archival sheet or slide form storage enclosures. For archival storage of photographic films stored in the form of sheets and slides, the same requirements as those for sheet or slide form storage enclosures shall be observed. In addition the following requirements shall be met for archival storage of such films:

A. Enclosure construction shall preclude the use of adhesives if possible. Pressure sensitive permanently tacky adhesives and those based on natural rubbers shall not be used. Photographic quality gelatin or polyvinyl acetate and cellulose acetate adhesives suitable for use with paper may be used when necessary.

B. Films of different generic types which may have interactions with each other, for example silver gelatin and diazo, shall not be interfiled or stored in physical contact with each other.

C. A schedule for periodic inspection for evidence of deterioration of photographic films in sheets or slide form in archival storage facilities shall be established and conducted including such procedures as established by ANSI/AIIM MS45-1990, ANSI PH4.8-1985, ANSI IT9.9-1990 each as amended and supplemented, incorporated herein by reference.

Reference ANSI/AIIM MS45-1990.

Ref.: ANSI PH4.8-1985.

Ref.: ANSI IT9.9-1990.

5. Storage housing.

A. Photographic films shall be stored in closed storage housings such as drawers or cabinets, or if open shelves and racks may be used if the film is in closed containers.

B. Storage housing shall be constructed from noncombustible and non-corrosive materials such as anodized aluminum, stainless steel, or steel with baked-on non-plasticized synthetic resin lacquer. Storage housings shall not be constructed of combustible material such as wood, particle board or materials which produce active fading agents.

6. Environmental conditions. Humidity and temperature storage environment limits. Temperature and relative humidity within a record storage facility for microforms or other processed film shall be maintained within the suitable range for the type of film being stored in medium-term storage as recommended in ANSI IT9.11-1991. Imaging Media--Processed Safety Photographic Film--Storage. [Revision of ANSI PH1.43- 1985]. Short term cycling of temperature humidity shall be avoided.

A. For medium-term storage of silver-gelatin film on a polyester base, maximum temperature for extended periods shall not exceed 25 degrees Centigrade (77 degrees Fahrenheit) and a temperature below 20 degrees Centigrade (68 degrees Fahrenheit) is preferable. Relative humidity of a medium-term storage environment for silver-gelatin films shall not exceed 60% and it shall not be lower than 30%.

B. For medium-term storage of color film storage, a storage environment shall not exceed 10 degrees centigrade (50 degrees Fahrenheit) is recommended for proper storage. Protection may be increased by storing film at low temperature and low humidity.

Reference ANSI IT9.11 Chapter 7.1 Humidity & Temperature

7. Archival storage environment. Temperature and relative humidity within an archival storage facility for microforms or other processed film shall be maintained within the suitable range for the type of film being stored in archival storage as recommended in ANSI IT9.11-1991. Imaging Media--Processed Safety Photographic Film--Storage. [Revision of ANSI PH1.43-1985]. Short term cycling of temperature humidity shall be avoided.

A. For archival storage of silver-gelatin film on a polyester base, maximum temperature for extended periods shall not exceed 18 degrees Centigrade (65 degrees Fahrenheit) and a constant temperature below 15 degrees Centigrade (60 degrees Fahrenheit) is preferable. Added protection may be obtained by long-term storage at lower temperatures. Relative humidity of a archival storage environment for silver-gelatin films shall not exceed 40% and it shall not be lower than 30%.

B. For archival storage of color film on a polyester base, a storage environment shall not exceed 2 degrees Centigrade (35 degrees Fahrenheit). Protection may be increased by storing color film at low temperature and low humidity.

Reference ANSI IT9.11 Chapter 7.1 Humidity & Temperature

C. Air-conditioning requirements. A properly controlled air conditioning system may be necessary to maintain humidity and temperature within a storage facility within the limits specified herein, particularly for archival storage where the requirements are more stringent.

1) Solid particles which may abrade film or react with an image shall be removed from the air supplied to housings or rooms used for storage of microforms or other processed film. The air delivery system for archival storage facilities shall be equipped with a HEPA filter capable of removing dust and other pollutant particles as defined by the Institute for, Environmental Sciences standard IES CS-1, Standard for HEPA Filters. as amended and supplemented, incorporated herein by reference:

Reference IES CS-1, Standard for HEPA Filters.

2) Gaseous impurities such as sulfur dioxide, hydrogen sulfide, peroxides, ammonia, acidic fumes, ozone, and nitrogen oxides, which cause deterioration of film bases or degradation of the image in some films shall be removed from the air by suitable washers or absorbers. Preferably, an archival storage facility for films should be located as far as possible from urban or industrial sources of contaminants.

3) Gases given off by decomposing nitrate film will damage or destroy images on safety film. Safety film shall not be stored in the same room or in rooms connected by ventilating ducts.

STORAGE OF PUBLIC RECORDS STANDARDS

STORAGE OF ELECTRONIC RECORDING MEDIA

1. Agencies shall maintain all long-term and permanent backup or security electronic recording media in a storage facility, either on-site or off-site, with constant temperature (below 68 degrees Fahrenheit) and relative humidity (30 to 40 percent) controls unless other standards are promulgated for a particular media herein.

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. Agencies shall copy all long-term or permanent electronic records before the media are 10 years old onto tested and verified new media. The test will verify that the media is free of permanent errors.

4. Agencies shall back up and refresh electronic records on a regular basis to safeguard against the loss of information due to equipment malfunctions or human error. Duplicate copies of long-term or permanent records shall be maintained in storage areas located in buildings separate from the location of the records that have been copied.

5. Agencies shall prohibit smoking and eating in any electronic media storage libraries or other storage facilities, including test or evaluation areas.

6. Agencies shall ensure that all authorized users can identify and retrieve information stored on diskettes, removable disks, tapes, or optical disks by establishing and adopting procedures for external labeling of the contents of such diskettes, disks, tapes, or optical disks.

7. External labels (or the equivalent automated management system) for electronic recording media used to store long-term or permanent records shall provide unique identification for each storage media, including:

A. The name of the organizational unit responsible for the data;

B. System title, including the version number of the application;

C. Special security requirements or restrictions on access, if any; and

D. Software in use at the time of creation.

8. Information shall be maintained for all media used to store electronic records designated for long-term or permanent retention and storage, including:

A. File title;

B. Dates of creation;

C. Dates of coverage;

D. The recording density;

E. Type of internal labels;

F. Volume serial number, if applicable;

G. The number of tracks;

H. Character code/software dependency;

I. Information about block size; and

J. Sequence number, if the file is part of a multi-media set.

STORAGE OF PUBLIC RECORDS STANDARDS

STORAGE AND MAINTENANCE OF MAGNETIC COMPUTER TAPE

1. Agencies shall maintain the storage and test areas for computer magnetic tapes containing permanent and unscheduled records at the following temperatures and relative humidities: 62 to 68 degrees Fahrenheit constant temperature and 35 to 45 percent constant relative humidity.

2. Magnetic tapes should be hung or racked vertically in standard storage units and should be rotated according to an established schedule to avoid damage to the tapes.

3. Agencies shall periodically rewind under controlled tension all tapes containing records scheduled for long-term and permanent retention every 3-1/2 years, but frequent rewinding should not be practiced to avoid damaging the tape. Stored tapes shall be rewound immediately before use to restore proper tension to the tape.

STORAGE OF PUBLIC RECORDS STANDARDS

DEFINITIONS

ARCHIVAL FILM

"Archival film" means a photographic film that when stored under archival storage conditions and providing the original images are of suitable quality, is suitable for preservation of records having permanent value. Films suitable for archival records are described in ANSI PH1.28-1984 and ANSI PH1.41-1984 as amended and supplemented.

ARCHIVAL STORAGE CONDITIONS

"Archival storage conditions" means those controlled conditions that are suitable for preservation of records having permanent legal, administrative or historical value and which will prolong the useful life of any type or form of record media.

AGENCY

"Agency" or "agencies" means any board, body, department, commission, or office of an official in the State of Idaho, or any political subdivision thereof, or any public board, body, commission or authority created pursuant to law.

AIIM

"AIIM" means the Association for Information and Image Management (AIIM), a standards-setting body affiliated with the American National Standards Institute (ANSI), which is the principal developer of standards for microforms and information storage technologies involving images, such as optical disks and scanners. The address of the association for the purpose of ordering publications is as follows:

ANSI

"ANSI" means the American National Standards Institute (ANSI), a private national standards organization in the United States, which coordinates the development and maintenance of various industry standards. ANSI serves as the United States' representative to the International Organization for Standardization (ISO). The institute's address is as follows:

American National Standards Institute

11 West 42nd St.,

13th Floor New York,

NY 10036

Telephone: (212) 642-4900 Fax: (212) 302-1286 (orders only)

ARMA

"ARMA" means the Association of Records Managers and Administrators International (ARMA), which is the principal records and information management association in the United States and Canada, and one of the organizations accredited by the American National Standards Institute (ANSI) to develop records management standards. The association's address is as follows:

Association of Records Managers and Administrators International

4200 Somerset Dr.,

Suite 215 Prairie Village, KS 66208

Telephone: (800) 422-2762 Fax: (913) 341-3742

ASCII

"ASCII" means American Standard Code for Information Interchange, a binary code used as a common denominator between incompatible formats, since most applications can export and import ASCII files.

ASTM

"ASTM" means American Association for Testing and Materials. The address of the association is as follows:

American Association for Testing and Materials

916 Race Street Philadelphia, PA 19103

EBCDIC

"EBCDIC" means Extended Binary Coded Decimal Interchange Code, a data code used in IBM mainframes and other midrange computers that stores one alphanumeric character or two decimal digits within a byte.

DOD

"DoD" means Department of Defense, a cabinet-level agency of the United States government, which establishes standards for the department's functional community for use in automated information systems. The Department's address for the purpose of ordering publications is as follows:

Department of Defense

Defense Technical Information Center (DTIC)

8725 John J. Kingman Rd.,

Suite 0944 Fort Belvoir, VA 22060-6218

Telephone: (800) 225-3842

FIPS

"FIPS" means Federal Information Processing Standard. The standard cited in this rule is available from:

National Technical Information Service

Department of Commerce

Springfield, VA 22161

FILM ENCLOSURE

"Film enclosure" means any item in close or direct contact with photographic film or microfilm , such as reels, cores, spools, cassettes, magazines cans, canisters, folder, envelopes, cartons, sleeves or aperture cards, used to house, store or protect the such film.

FIRE-PROTECTIVE STORAGE FACILITIES

"Fire-protective storage facilities" means storage facilities designed to protect records against excessive temperatures, water and other fire-fighting agents, steam or other gases produced by burning insulation and other building materials, and collapsing structures.

FIRE-RESISTIVE VAULTS

"Fire-resistive vaults" means vaults as defined in ANSI/NFPA 232-1980.

INACTIVE RECORDS

"Inactive records" means records no longer required in the conduct of current business that can therefore be accessioned by an archival repository, temporarily stored in a records center or destroyed. These are records with a reference rate of less than one search per letter size file cabinet drawer, or one cubic foot of documents, per month.

IEEE

"IEEE" means the Institute of Electrical and Electronic Engineers, the world's largest technical professional organization, which establishes standards in the fields of electrical, electronics and computer engineering. The Institute's address for the purpose of ordering publications is as follows:

IES

"IES" means the Institute of Environmental Sciences, which is a professional society of engineers, scientists and educators from industry and academic institutions in the environmental sciences. The institute's address is as follows:

Institute of Environmental Sciences

940 East Northwest Highway

Mt. Prospect, IL 600056

INSULATED RECORD CONTAINERS (CLASS 150)

"Insulated record containers (Class 150)" means record storage containers as defined in ANSI/UL 72-1983.

ISO

"ISO" means the International Organization for Standardization, which coordinates national standards bodies worldwide. The organization's address is as follows:

International Organization for Standardization

Central Secretariat 1,

rue de Varembre

Case postale 56 CH-1211

Geneve 20 Switzerland

Telephone: 41 22 749 01 11 Fax: 41 22 733 34 30

LONG-TERM STORAGE

"Long-term storage" means storage conditions that are suitable for ensuring a minimum useful life of a record or series of records required by a Federal or State statute or regulation to be retained by the originating agency for 10 or more years after creation, filing, or completion.

NAPM

"NAPM" means National Association of Photographic Manufacturers, which is a trade and technical information organization of photographic products manufacturers and suppliers and standards developer for the fields of photography and optics. Standards secretariat and developer for ANSI/NAPM IT (Imaging Technology) committees, ISO TC42- Photography and ISO TC172-Optics and optical instruments. The organization's address is as follows:

National Association of Photographic Manufacturers

550 Mamaroneck Ave.

Harrison, NY 10528

Telephone: (914) 698-7603 Fax: (914) 698-7609

NBS

"NBS" means National Bureau of Standards, now the National Institute of Standards and Technology (q.v.).

NFPA

"NFPA" means National Fire Protection Association, an international nonprofit organization producing scientifically-based consensus codes and standards, research, and education programs for fire and related safety issues. The address of the association is as follows:

National Fire Protection Association

1 Batterymarch Park

Quincy, MA 02269-9101

Telephone: (617) 770-3000 Fax: (617) 770-0700

NISO

"NISO" means the National Information Standards Organization, which is the principal United States organization for the development of library, archival and information management standards. Its members include the Society of American Archivists (SAA), National Archives and Records Administration (NARA), American Library Association (ALA), and the Association for Information and Image Management (AIIM). The address of the organization for the purpose of ordering publications is as follows:

National Information Standards Organization NISO

Press Fulfillment

P.O. Box 338

Oxon Hill, MD 20750-0338

Telephone: (800) 282-NISO (282-6476) Fax: (301) 567-9553

NIST

"NIST" means the National Institute of Standards and Technology, formerly the National Bureau of Standards, the principal standards agency within the United States government. NIST oversees the development of Federal information processing standards and conducts related studies for other Federal agencies. The institute's address for the purpose of ordering publications is as follows:

National Institute of Standards and Technology

National Technical Information Service (NTIS)

U.S. Department of Commerce

Telephone: (703) 487-4650

NML

"NML" means National Media Laboratory, an industry consulting group supporting U.S. government evaluation, development, and deployment of advanced storage media systems. The laboratory's address for publications is:

National Media Laboratory

Publications and Technology Transfer

Bldg. 235-3A-20

St. Paul, MN 55144-1000

Telephone: (612) 736-4969

PERMANENCE

"Permanence" means the capacity to retain properties such as strength and color over extended periods of time, as influenced by internal factors (e.g. chemical composition) and external conditions (e.g. light, temperature, relative humidity, and atmospheric contaminants). The current trend is to substitute the term "life expectancy" for "permanence."

PUBLIC RECORD

"Public record" or "records" means any and all public records as defined in Idaho Code.

RECORDS STORAGE FACILITY

"Records storage facility" means a records center or other facility maintained and administered for the storage, maintenance, and reference use of public records pending their ultimate disposition.

RELATIVE HUMIDITY

"Relative humidity" means the ratio of the quantity of water vapor in the atmosphere to the quantity of water vapor which would saturate the atmosphere at the existing temperature. Also, the ration of the pressure of water vapor present in the atmosphere to the pressure of water vapor required to saturate the air at the existing temperature.

SAA

"SAA" means the Society of American Archivists (SAA), the oldest and largest organization for archives and archivists in North America. The association establishes standards and guidelines for the identification, preservation and use of records of historical value. The society's address is as follows:

Society of American Archivists

600 S. Federal,

Suite 504

Chicago, IL 60605

Telephone: (312) 922-0140 Fax: (312) 347-1452

STATE HISTORICAL RECORDS ADVISORY BOARD

"State Historical Records Advisory Board" or the "SHRAB" means the state board, appointed by the Governor, under the authority of federal statutes governing the National Archives and Records Administration (44 U.S.C. 2104) and in federal regulations governing the National Historical Publications and Records Commission NHPRC) (36 C.F.R. Part 1206). SHRAB also derives its purpose from federal statutes that are NHPRC's statutory authority (44 U.S.C Chapter 25). The Mission of the Idaho State Historical Records Advisory Board is to be an advocate for the creation, preservation, dissemination and use of information that accurately chronicles the people and institutions of Idaho, both public and private.

STORAGE HOUSING

"Storage housing" means a physical structure supporting items enclosing or holding records and may consist of racks, shelves, drawers or cabinets.

UL

"UL" means Underwriters Laboratory Inc., a provider of product safety certification and quality system registration services. The corporation's address is as follows:

Underwriters Laboratory Inc.

333 Pfingsten Rd.

Northbrook, IL 60062

Telephone: (847) 272-8800