Chapter 45.--PUBLIC RECORDS, DOCUMENTS AND INFORMATION
Article 4.--PUBLIC RECORDS PRESERVATION
45-412.Microphotographic or optical disc copies of records; imagerecognition and information storage systems; originalrecord destruction, when.(a) The state archivist shall prepare recommendations, tobe approved by the state records board, based on the current standards ofthe federal government and the American national standards institute, forthe quality of film or optical disc, proper arrangement of materials,suitable filming or other image reproduction techniquesand equipment, quality of photographic or optical disc images, filmprocessing results,and film or optical disc storage conditions which should be achieved orutilized by stateand local agencies in making microphotographic or optical disc copiesof government recordswith enduring value pursuant to K.S.A. 12-122, 19-250 or 75-3506, andamendments thereto, and for information recorded and stored using an imagerecognition and information storage system. Whenevermicrophotographic or optical disc copies of records with enduring valuefail to meet the standards recommended by the state archivist and approvedby the state records board, the state archivist shall urge state and localagencies to retain the original records.
(b) Whenever photographs, microphotographs or other reproductions on filmor optical disc have been prepared pursuant to K.S.A. 75-3506, and amendmentsthereto,and have been placed in convenientlyaccessible files and provisions made for preserving, examining and usingthe same, and when a negative copy of the film or a master copy of theoptical disc has been deposited in a secureplace where it will not be subject to use except in making additional positivecopies, any state agency, with the approval of the state records board oras authorized by the retention and disposition schedules, may cause theoriginal records from which the photographs, microphotographs or other reproductionson film or optical disc have been made, or any part thereof, to bedestroyed. Such recordsshall not be destroyed and shall be retained by the agency or transferredto the state archives or temporarily to another suitable place designatedby the board, if the board judges such materials to have enduring valuein their original form.
(c) Except as provided by subsection (b) of K.S.A. 12-120, andamendments thereto, whenever photographs, microphotographs or otherreproductions on filmhave been prepared as provided in K.S.A. 12-122 or 19-250, and amendmentsthereto, and have beenplaced in conveniently accessible files and provisions made for preserving,examining and using the same, and when a negative copy of the film has beendeposited in a secure place where it will not be subject to use except inmaking additional positive copies, a local agency may retain the originalrecords in its custody at any suitable location, may depositthem in collections established pursuant to K.S.A. 12-1658 and 12-1660,and amendments thereto, orK.S.A. 19-2648 and 19-2649, and amendments thereto, or may dispose ofthe original records as providedin the retention anddisposition schedules. If there are no relevant provisions in the retentionand disposition schedules, the original records shall be offered to thestate historical society prior to other disposition of them.
(d) The state historical society may prepare and deposit in the statearchives a microfilm or other copy of any noncurrent government record whichis retained by a state or local agency, unless publicaccess to the record is restricted by statute or by administrative regulationauthorized by statute.
Chapter 45.--PUBLIC RECORDS, DOCUMENTS AND INFORMATION
Article 4.--PUBLIC RECORDS PRESERVATION
45-412.Microphotographic or optical disc copies of records; imagerecognition and information storage systems; originalrecord destruction, when.(a) The state archivist shall prepare recommendations, tobe approved by the state records board, based on the current standards ofthe federal government and the American national standards institute, forthe quality of film or optical disc, proper arrangement of materials,suitable filming or other image reproduction techniquesand equipment, quality of photographic or optical disc images, filmprocessing results,and film or optical disc storage conditions which should be achieved orutilized by stateand local agencies in making microphotographic or optical disc copiesof government recordswith enduring value pursuant to K.S.A. 12-122, 19-250 or 75-3506, andamendments thereto, and for information recorded and stored using an imagerecognition and information storage system. Whenevermicrophotographic or optical disc copies of records with enduring valuefail to meet the standards recommended by the state archivist and approvedby the state records board, the state archivist shall urge state and localagencies to retain the original records.
(b) Whenever photographs, microphotographs or other reproductions on filmor optical disc have been prepared pursuant to K.S.A. 75-3506, and amendmentsthereto,and have been placed in convenientlyaccessible files and provisions made for preserving, examining and usingthe same, and when a negative copy of the film or a master copy of theoptical disc has been deposited in a secureplace where it will not be subject to use except in making additional positivecopies, any state agency, with the approval of the state records board oras authorized by the retention and disposition schedules, may cause theoriginal records from which the photographs, microphotographs or other reproductionson film or optical disc have been made, or any part thereof, to bedestroyed. Such recordsshall not be destroyed and shall be retained by the agency or transferredto the state archives or temporarily to another suitable place designatedby the board, if the board judges such materials to have enduring valuein their original form.
(c) Except as provided by subsection (b) of K.S.A. 12-120, andamendments thereto, whenever photographs, microphotographs or otherreproductions on filmhave been prepared as provided in K.S.A. 12-122 or 19-250, and amendmentsthereto, and have beenplaced in conveniently accessible files and provisions made for preserving,examining and using the same, and when a negative copy of the film has beendeposited in a secure place where it will not be subject to use except inmaking additional positive copies, a local agency may retain the originalrecords in its custody at any suitable location, may depositthem in collections established pursuant to K.S.A. 12-1658 and 12-1660,and amendments thereto, orK.S.A. 19-2648 and 19-2649, and amendments thereto, or may dispose ofthe original records as providedin the retention anddisposition schedules. If there are no relevant provisions in the retentionand disposition schedules, the original records shall be offered to thestate historical society prior to other disposition of them.
(d) The state historical society may prepare and deposit in the statearchives a microfilm or other copy of any noncurrent government record whichis retained by a state or local agency, unless publicaccess to the record is restricted by statute or by administrative regulationauthorized by statute.
Chapter 45.--PUBLIC RECORDS, DOCUMENTS AND INFORMATION
Article 4.--PUBLIC RECORDS PRESERVATION
45-412.Microphotographic or optical disc copies of records; imagerecognition and information storage systems; originalrecord destruction, when.(a) The state archivist shall prepare recommendations, tobe approved by the state records board, based on the current standards ofthe federal government and the American national standards institute, forthe quality of film or optical disc, proper arrangement of materials,suitable filming or other image reproduction techniquesand equipment, quality of photographic or optical disc images, filmprocessing results,and film or optical disc storage conditions which should be achieved orutilized by stateand local agencies in making microphotographic or optical disc copiesof government recordswith enduring value pursuant to K.S.A. 12-122, 19-250 or 75-3506, andamendments thereto, and for information recorded and stored using an imagerecognition and information storage system. Whenevermicrophotographic or optical disc copies of records with enduring valuefail to meet the standards recommended by the state archivist and approvedby the state records board, the state archivist shall urge state and localagencies to retain the original records.
(b) Whenever photographs, microphotographs or other reproductions on filmor optical disc have been prepared pursuant to K.S.A. 75-3506, and amendmentsthereto,and have been placed in convenientlyaccessible files and provisions made for preserving, examining and usingthe same, and when a negative copy of the film or a master copy of theoptical disc has been deposited in a secureplace where it will not be subject to use except in making additional positivecopies, any state agency, with the approval of the state records board oras authorized by the retention and disposition schedules, may cause theoriginal records from which the photographs, microphotographs or other reproductionson film or optical disc have been made, or any part thereof, to bedestroyed. Such recordsshall not be destroyed and shall be retained by the agency or transferredto the state archives or temporarily to another suitable place designatedby the board, if the board judges such materials to have enduring valuein their original form.
(c) Except as provided by subsection (b) of K.S.A. 12-120, andamendments thereto, whenever photographs, microphotographs or otherreproductions on filmhave been prepared as provided in K.S.A. 12-122 or 19-250, and amendmentsthereto, and have beenplaced in conveniently accessible files and provisions made for preserving,examining and using the same, and when a negative copy of the film has beendeposited in a secure place where it will not be subject to use except inmaking additional positive copies, a local agency may retain the originalrecords in its custody at any suitable location, may depositthem in collections established pursuant to K.S.A. 12-1658 and 12-1660,and amendments thereto, orK.S.A. 19-2648 and 19-2649, and amendments thereto, or may dispose ofthe original records as providedin the retention anddisposition schedules. If there are no relevant provisions in the retentionand disposition schedules, the original records shall be offered to thestate historical society prior to other disposition of them.
(d) The state historical society may prepare and deposit in the statearchives a microfilm or other copy of any noncurrent government record whichis retained by a state or local agency, unless publicaccess to the record is restricted by statute or by administrative regulationauthorized by statute.
