ISO 11506:2009

INTERNATIONAL ISO
STANDARD 11506
First edition
2009-06-15
Document management applications —
Archiving of electronic data — Computer
output microform (COM)/Computer
output laser disc (COLD)
Applications de gestion de documents — Archivage de données
électroniques — Microforme de sortie d'ordinateur (COM)/Disque laser
de sortie d'ordinateur (COLD)
Reference number
©
ISO 2009
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©  ISO 2009
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ii © ISO 2009 – All rights reserved

Contents Page
Foreword. iv
Introduction . v
1 Scope . 1
2 Normative references . 1
3 Terms and definitions. 2
4 Electronic data archiving . 3
4.1 Archiving functions . 3
4.2 Functional specifications. 3
5 Specifications related to micrographics options . 4
5.1 Choice of principles. 4
5.2 Choice of microform type . 4
6 Specifications related to micrographic recording. 4
6.1 Encoding formats . 4
6.2 Conversion . 6
6.3 COM recording process . 6
6.4 Micrographic process. 8
6.5 Production control. 9
6.6 Duplication of microforms . 9
6.7 Microform preservation. 9
7 Management of recorded data. 10
7.1 General. 10
7.2 Identification and indexing of microforms.10
7.3 Indexing COM microfiche . 12
7.4 Indexing 16 mm COM microfilm . 12
7.5 Indexing 35 mm COM microfilm . 13
7.6 Indexing COM aperture cards. 13
8 Evidentiary aspects of COM recording. 14
8.1 General. 14
8.2 Integrity of recorded data . 14
8.3 Stamping the microform . 15
8.4 Time-stamping . 15
9 COM-COLD dual recording . 15
9.1 General. 15
9.2 Recommended COLD media . 15
9.3 Uniqueness of the original data . 15
9.4 Parallel production . 16
9.5 Similar visual results. 16
9.6 Management of data recorded on COLD media . 16
9.7 Electronic databases. 17
10 Evidentiary aspects of COM-COLD dual recording. 17
Annex A (informative) Archiving electronic data subject to restrictions for privacy reasons on
COM microforms. 18
Annex B (informative) The COM process and microforms . 20
Annex C (informative) Long-term preservation of silver microforms. 26
Annex D (normative) Microforms created for use as evidence. 29
Bibliography . 33
Foreword
ISO (the International Organization for Standardization) is a worldwide federation of national standards bodies
(ISO member bodies). The work of preparing International Standards is normally carried out through ISO
technical committees. Each member body interested in a subject for which a technical committee has been
established has the right to be represented on that committee. International organizations, governmental and
non-governmental, in liaison with ISO, also take part in the work. ISO collaborates closely with the
International Electrotechnical Commission (IEC) on all matters of electrotechnical standardization.
International Standards are drafted in accordance with the rules given in the ISO/IEC Directives, Part 2.
The main task of technical committees is to prepare International Standards. Draft International Standards
adopted by the technical committees are circulated to the member bodies for voting. Publication as an
International Standard requires approval by at least 75 % of the member bodies casting a vote.
Attention is drawn to the possibility that some of the elements of this document may be the subject of patent
rights. ISO shall not be held responsible for identifying any or all such patent rights.
ISO 11506 was prepared by Technical Committee ISO/TC 171, Document management applications,
Subcommittee SC 1, Quality.
iv © ISO 2009 – All rights reserved

Introduction
Businesses, administrations and organizations of all shapes and sizes are becoming more and more
electronic in the way they operate, either by digitizing their paper documents, or by doing business purely
electronically (networked procedures and declarations, on-line administrative forms, creating contracts
electronically, etc.). In addition to facilitating the process of using, processing and transferring information,
these practices reduce the volume of written information in relation to their paper equivalent.
The change towards electronic resources concerns information of all levels of importance or seriousness, from
internal documents to medical files to accounting records, tax declarations, banking transactions and e-
commerce. Questions concerning the authenticity and traceability of legal documents are therefore of critical
importance. Many countries have made changes to their legislation in order to regulate the use of electronic
processes in the presentation of evidence. The implication of questions of evidence regarding archiving
techniques can therefore not be ignored, in an increasingly connected world, where cross-border transactions
are common, and where the use of processes described as “paper free” only fuels the need for solutions that
offer sufficient guarantees in terms of information integrity and durability.
Thus, and regardless of the motives, this new situation is creating a major problem: how to archive reliably
and potentially for a very long period of time, data that have been created, converted to, or received in,
electronic form. In effect, with regard to archiving techniques, it should be noted that an electronic document is
linked to the software and hardware that is capable of interpreting it, displaying it and making it intelligible.
This means that preserving an electronic document cannot be limited to storing, bit by bit, the digital data as a
stored physical object due to the rapid obsolescence of computer hardware, software and peripherals.
Archiving needs to make this information independent of the originating software and hardware storage
platform, so as to guarantee its preservation during the required retention periods.
While this International Standard recognizes the need to preserve documents using micrographic technology,
significant advances have been made with standardization of file formats like PDF, PDF/A, as well as others.
This International Standard supports the continued use of film as a deep reference archive to electronic
formats and media.
For centuries, paper was the preferred material for the archiving of written work, allowing information to be
saved, managed, transmitted and proved. A single medium is not conceivable for electronic data, since
accessing and consulting on-line is a dynamic approach, while archiving and presentation of evidence is a
static approach, and these are thus antinomic. It then becomes necessary to analyse separately correlative
technical resources – to avoid confusing the “consumable” part of the electronic information with the part
whose durability is essential for saving work.
The questions relating to the conditions in which the electronic data concerning nominative or sensitive
information are stored are part of this issue. Dynamically storing such data presents a potential danger for
privacy (see Annex A).
This demonstrates a real need for clarification, and this International Standard has been prepared to help
economic and social partners to archive their electronic data with great care. It will help them answer
questions relating to legal aspects as and when they arise, as well as those relating to the preservation of
privacy and individual rights.

INTERNATIONAL STANDARD ISO 11506:2009(E)

Document management applications — Archiving of electronic
data — Computer output microform (COM)/Computer output
laser disc (COLD)
1 Scope
This International Standard specifies techniques for archiving electronic data to ensure their long-term integrity,
accessibility, usability, readability and reliability, in order to protect the evidential value of the data.
In this International Standard, long term is considered to be a period of time lasting more than a century (see
ISO 5466).
Black-and-white microforms processed with liquid chemicals are used in this International Standard because
the result is always an irreversible record and because of the proven quality of microforms as a long-term
preservation media.
This International Standard also specifies procedures for the parallel recording, by a single production unit, of
COM and COLD output from the same data.
It applies to many different types of electronic data, such as text and two-dimensional graphic data which can
be represented as a black-and-white image.
It is not applicable to the following:
⎯ animated images or sounds;
⎯ three-dimensional images;
⎯ images in shades of grey or in colour;
⎯ X-ray images.
Neither is this International Standard applicable to microforms created from dry thermal processes, since they
offer insufficient guarantees in terms of irreversibility and longevity.
2 Normative references
The following referenced documents are indispensable for the application of this International Standard. For
dated references, only the edition cited applies. For undated references, the latest edition of the referenced
document (including any amendments) applies.
ISO 6196-1, Micrographics — Vocabulary — Part 1: General terms
ISO 6196-2, Micrographics — Vocabulary — Part 2: Image positions and methods of recording
ISO 6196-3, Micrographics — Vocabulary — Part 3: Film processing
ISO 6196-4, Micrographics — Vocabulary — Part 4: Materials and packaging
ISO 6196-7, Micrographics — Vocabulary — Part 7: Computer micrographics
ISO 6196-8, Micrographics — Vocabulary — Part 8: Use
ISO 8514-1, Micrographics — Alphanumeric computer output microforms — Quality control — Part 1:
Characteristics of the test slide and test data
ISO 8514-2, Micrographics — Alphanumeric computer output microforms — Quality control — Part 2: Method
ISO/IEC 8859-1, Information Technology — 8-bit single-byte coded graphic character sets — Part 1: Latin
alphabet No. 1
ISO 11928-1, Micrographics — Quality control of graphic COM recorders — Part 1: Characteristics of the test
frames
ISO 11928-2, Micrographics — Quality control of graphic COM recorders — Part 2: Quality criteria and control
ISO 14648-1, Micrographics — Quality control of COM recorders that generate images using a single internal
display system — Part 1: Characteristics of the software test target
ISO 14648-2, Micrographics — Quality control of COM recorders that generate images using a single internal
display system — Part 2: Method of use
ISO 18901, Imaging materials — Processed silver-gelatin type black-and-white films — Specifications for
stability
ISO 18911, Imaging materials — Processed safety photographic films — Storage practices
ISO 18917, Photography — Determination of residual thiosulfate and other related chemicals in processed
photographic materials — Methods using iodine-amylose, methylene blue and silver sulfide
3 Terms and definitions
For the purposes of this document, the terms and definitions given in ISO 6196-1, ISO 6196-2, ISO 6196-3,
ISO 6196-4, ISO 6196-7 and ISO 6196-8 and the following apply.
3.1
integrity
established result from the immutability of an information
3.2
irreversibility
result of a recording process depending on the physical transformation of a recordable medium into a
non-recordable medium
3.3
COM
computer output microform
〈process〉 structuring and recording of electronic documents on microforms
NOTE 1 Equipment for the production of microforms can use a generator of graphics (e.g. CRT, led, laser and plasma
screen), allowing the recording of electronic images on silver halide film.
NOTE 2 The official definition of the term COM in ISO 6196-7 does not take into account important evolutions of this
technique in recent years.
2 © ISO 2009 – All rights reserved

3.4
COLD
computer output laser disc
process in which electronic data is structured and archived on laser disks, such as CD-R or DVD-R
3.5
COLD medium
electronic data archiving medium, created from a COLD production
3.6
COM-COLD dual recording
parallel recording, by a single production unit, producing a double COM and COLD output from the same file
3.7
modular COM-COLD system
COM production unit with a COLD module, capable of structuring and performing a COM-COLD dual
recording
3.8
evidentiary copy
reproduction made by technical means specially chosen so as not to interrupt the evidentiary effects of the
reproduced document
4 Electronic data archiving
4.1 Archiving functions
The archiving of electronic data is based on a few important functions. In this International Standard, the
following functions are explained:
a) memorization;
b) accessibility;
c) usability;
d) legibility;
e) integrity.
These functions are interlinked. They have technical consequences and can also have legal consequences.
4.2 Functional specifications
a) the memorization function requires the use of durable media with quantifiable longevity;
b) the accessibility function requires the use of processes containing ways of retrieving information and
making it available and transmittable;
c) the usability function requires the use of methods that have no risk of being rendered impracticable or
incompatible due to tools becoming obsolete or operational methods disappearing;
d) the legibility function requires the use of signs or symbols that have a clear and consistent meaning;
e) the integrity function requires the use of recording and memorization methods that reveal any change in
the information after it has been recorded.
5 Specifications related to micrographics options
5.1 Choice of principles
Computer micrographics can be used to archive electronic data to ensure their authenticity and/or meet the
need for long-term archiving:
⎯ Using computer micrographics is recommended, even in the very short term, when the identity and the
integrity of the electronic data need to be guaranteed.
⎯ Using computer micrographics is recommended for data which is to be archived for more than three years.
5.2 Choice of microform type
The choice of the type of microform shall be based on technical essentials and constraints specific to the
application chosen, as well as on organizational preferences or constraints (see Table 1).
The choice of microform type should be linked to the level of miniaturization that it implies, so that the
capacities to produce all the significant details within the file are real.
NOTE See Annex B.
Table 1 — Main characteristics of COM microforms
Immediate
Direct or
a b
Microform type Segmentation Chaining
c
sequential access
processing
Microfiche Direct Yes Yes Yes
16 mm roll Sequential No Yes No
35 mm roll Sequential No Yes No
d
Aperture card Direct Yes No No
a
Segmentation – facilitating breaks, dispatching, accessibility and selective mobility of information.
b
Chaining – linking together a large number of pages.
c
Immediate processing – linking recording and processing in one machine.
d
Aperture cards – designed for archiving of technical drawings.
6 Specifications related to micrographic recording
6.1 Encoding formats
6.1.1 General
Files to be archived are created in formats based on the software used. The diversity of these code formats
1)
most often requires converting them into a format recognized by COM systems.
For production in COM, two large file categories shall be defined: files in line mode and files in image mode.

1) This conversion is comparable to one which is carried out from a paper print. Paper printing, however, has only one
unique production format. When printing on paper, the print driver should start by converting the file's original format (e.g.
“.doc”, “.pdf”, “.jpg”), into one single format recognized by the printer (e.g. “.pcl”). This operation is carried out automatically
and is not visible to the user.
4 © ISO 2009 – All rights reserved

6.1.2 Line mode
Alphanumeric COM recorders typically use ASCII as the internal code for 8-bit character sets (such as the
Latin alphabet).
Files created in ASCII shall be sent directly to the COM recorder without any conversion.
Files using 8-bit character encoding, but encoded in a code other than ASCII, shall be converted into ASCII
prior to COM production.
16-bit coded character sets (also known as “unicode characters”), such as the Oriental and Asian alphabets,
raise two distinct issues:
a) they are supported by specific versions of COM systems (a Kanji COM recorder, for example). These
shall be sent directly to the COM recorder without any conversion;
b) they require a conversion in image mode (see 6.1.3).
6.1.3 Image mode
Graphic COM recorders typically support image files in black-and-white TIFF format.
The characteristics of the image in TIFF format shall take into account the requirements of the graphics COM
recorder used for recording, especially concerning compression and resolution.
2)
ITU G3 or ITU G4 compression is generally accepted by graphic COM recorders.
The resolution shall be adapted to the COM recorder resolution capacities. Since individual models of COM
recorders can have different resolution capabilities, the selection of the COM recorder shall be based on the
requirement of the resolution for the data being archived. When the resolution of the file differs from the COM
recorder resolution capacities, it might be necessary to convert the file in order to avoid changing the scale of
the images in relation to the expected reduction ratio.
Files in black-and-white TIFF format accepted by a COM recorder shall be sent directly to the COM recorder
without any conversion.
Files in a different image format, as well as text files, the coding of which is not supported by the COM
recorder, shall be converted into compatible black-and-white TIFF format so that they can be recorded on
microforms.
6.1.4 Form overlays
6.1.4.1 General
The processing of certain files requires the use of form overlays, which may be in optical or electronic format.
6.1.4.2 Optical form overlays
These are made up of the physical image produced by a photographic image on a glass (or other transparent)
plate. The image of the form is flashed simultaneously when each page in the file is created, with the two
types of data being combined on the same image using a prism.

2) Formerly CCITT.
6.1.4.3 Electronic form overlays
This is the image of the form produced as a file stored in the memory of the COM recorder. The image of the
form overlay is recreated by the COM recorder at the same time as the data from the production file, with the
two types of data being combined on the same image. Electronic form overlay systems enable the recording
of files requiring multiple form overlay formats within the same file.
6.2 Conversion
6.2.1 General
When necessary, any conversion into text format or image format recognized by a COM recorder shall be
carried out with the help of tools which retain the integrity of the content of the original data. Conversion
processes shall not significantly affect the presentation of the data.
6.2.2 Conversion of files in line mode
For converting files with 8-bit encoded characters, the file's external code (e.g. EBCDIC) shall be converted
into the COM recorder's internal code (ASCII) by conversion tables contained in the COM recorder.
ISO/IEC 8859-1 shall be applied to ensure an exact “sign by sign” conversion.
6.2.3 Conversion of files in image mode
Files that only contain image data (which can be an image of text), files mixed with line mode and image mode,
or files in line mode requiring a transfer into image mode so they can be recorded on microform, shall be
converted. The conversion procedure shall be identical in the three cases.
For formats requiring this type of conversion, the transfer shall be carried out, either by using the “export” or
“save as” function in the original software or by using dedicated conversion software for this format.
When the image file is created by word processor software, the character font tables shall be taken into
account in the conversion parameters.
6.3 COM recording process
6.3.1 Production parameters
All the elements that characterize the processing of a given application shall be put together and stored in the
form of a set of commands and parameters (a program commonly known as a “JOB”).
Each “JOB” shall integrate the description of the format of the file to be processed, the management of
electronic form overlay, if any, titling and indexing, breaks, the reduction ratio and recording or page direction,
as well as other additional elements (banner pages, links with other JOBs, etc.).
6.3.2 Form overlays
Form overlays are typically only used in the production of microfiche and 16 mm microfilm.
Form overlays (optical or electronic) shall reproduce all the significant elements of the form they represent and
shall ensure the correct reciprocal alignment of the form with the associated data.
Form overlay quality shall be good enough for it to be read efficiently.
6 © ISO 2009 – All rights reserved

6.3.3 Data reception
6.3.3.1 Transmission
Electronic data for COM recording can be transmitted by network or by exchangeable computer media.
6.3.3.2 Network transmission
During a network transmission, only transmission protocols that guarantee the identity and the integrity of
transmitted and received data shall be used. The transmission and reception monitors shall indicate any
transmission faults that arise.
The protocol concerned shall be capable of detecting, and dealing with, any transmission errors (e.g. an
untimely interruption), either by an automatic restart where the fault took place or by erasing and rewriting the
file.
A file whose reception remains defective shall be indicated as such.
6.3.3.3 Computer media
Medium containing data to be processed shall be chosen depending on how reliable it is for storing and
reading. When it is a reversible medium, it shall not have exceeded the number of rewrites designed for the
type of medium considered (for example, magnetic tapes are generally limited to 100 successful rewrites).
If an off-line COM recorder (see 6.3.4.3) is used, it is recommended that computer media that can be read
directly by the COM recorder be used.
Generally, media for digital storage, whether magnetic or optical, are only acceptable on the condition that
they are not dependent on any equipment or operating system which has been discontinued or which has
become unusable. They shall be devoid of any fault that could prevent or alter the reading of the data that
they contain.
The media created from an electronic document management (EDM) system are only acceptable if the export
of data in printable format is allowed.
6.3.4 Data recording modes
6.3.4.1 General
A COM recorder receives the data to be stored in the following ways. Either
⎯ it receives data direct from the computer sending the file when the COM recorder is on-line, or
⎯ it reads data from an electronic medium, if the COM recorder is off-line.
The COM recorder operating system shall ensure that the incoming data are checked for parity and other
errors.
When a parity or another error arises, the COM recorder shall report the error and return control to the
operator. Production shall not restart until the error has been identified and rectified.
6.3.4.2 On-line recording
With this type of recording, the data file sent to the COM recorder shall contain beforehand all commands
necessary for the loading and automatic starting of the job that contains the processing parameters for this file.
In case of a transmission fault, the on-line COM recorder shall interrupt production, report the incident and
return control to the operator.
6.3.4.3 Off-line recording
For production using an off-line (stand-alone) COM recorder, the loading and start commands of the job
concerned by the application can be either manual or automated. If automated, the file shall contain all the
commands necessary for loading and starting the appropriate job.
If the data are sent through the network, producing them on an off-line COM recorder requires recording them
on a transition medium that the off-line COM recorder can use.
When the data are transmitted to the off-line COM recorder by a computer medium that can be used by the
COM recorder, processing shall be performed by directly reading the computer media. When the transmitted
computer medium cannot be used by the off-line COM recorder, an identical copy shall be made on a transfer
medium that is compatible with the reading system and devices of the off-line COM recorder.
When a transfer medium is necessary, it shall be exclusively chosen based on recording and reading reliability
criteria without its longevity being critical, as this is a transient medium. According to the volume(s) recognized
by the COM recorder concerned, the recommended media for COM recorders are closed magnetic media
such as “cartridges” or “cassettes”, which shall be used under the reservations expressed in 6.3.3.3 referring
to reversible media.
6.3.5 Management of production interruptions or problems/faults/errors
6.3.5.1 Interruptions in processing
The COM recorder shall allow processing to restart in case of interruption or errors.
Processing shall be continued after an interruption (e.g. due to reloading of a film reel, machine breakdown or
end of service) on the same machine (unless this is not possible) and with the same types of film and
chemicals.
6.3.5.2 Restart due to defects
Any restart necessary due to the occurrence of defects shall involve a new integral recording of the
microform(s) concerned. A COM microform that is to be archived shall not have any alterations, cuts or repairs.
Restarts shall be carried out as soon as possible and with the same type of film as in the initial processing. If
several COM recorders are involved, then it is also recommended, if possible, to run the restart with the COM
recorder that performed the original processing.
When producing microfiche or aperture cards, it is possible to limit the new recording to the microform(s)
affected by the defect.
When a defect requires restarting one or several microforms in a series for which time-stamping is important
(see 7.2.5), it is necessary to save the defective microform(s), along with the restarted microforms with the
note “REDONE”.
6.4 Micrographic process
6.4.1 General
See Annex B.
6.4.2 Development system
According to the type of COM recorder and the format of the microforms, the chemical process can be carried
out with a development system included in the COM recorder, or separately by transferring the films
containing the latent image to a separate film processor.
8 © ISO 2009 – All rights reserved

6.4.3 Integrated processing
In the case of an integrated process, the COM recorder shall check the settings continuously to ensure the
quality of the process, especially including:
⎯ automatic checking and adjustment of the temperature of the chemicals in the processor tanks;
⎯ automatic checking and adjustment of the processing times;
⎯ automatic quantifying of the amount of film that can be processed;
⎯ indication of the necessity of replacing exhausted chemical products.
6.4.4 Separate processing
When carrying out separate processing, the chemical processing shall be performed with minimum delay after
the data have been recorded.
The processor shall continuously ensure optimized processing conditions, including:
⎯ automatic checking and adjustment of the temperature of the chemical products in the tanks;
⎯ automatic checking and adjustment of the processing times;
⎯ rinsing in running water, with a temperature between 30° C and 35° C and a total hardness of between
15 TH and 20 TH, or French degrees °F (one degree equals 10 mg of calcium carbonate per 1 litre of
water);
⎯ when a replenishment system is installed, its use is recommended.
6.5 Production control
The microforms produced shall be of a quality complying with the specifications in ISO 8514-1, ISO 8514-2,
ISO 11928-1, ISO 11928-2, ISO 14648-1 and ISO 14648-2.
The level of the residual thiosulfates shall be determined in accordance with ISO 18901.
This shall be done periodically and at least once a year per film/chemical chain. It shall be systematically
carried out in the event of a change in the type of film or in the chemical chain.
When the data archived on COM microforms are intended to exceed a preservation of 10 years, or when they
have a formal evidentiary role, it is recommended that the level of residual thiosulfates (determined in
accordance with ISO 18901) be checked at least once a month by a laboratory. The reports produced by this
laboratory should be archived on microforms.
6.6 Duplication of microforms
When the microforms are created to enable frequent searches, it is recommended that duplicates be made so
that damaging or losing a duplicate, or the downgrading of a duplicate, has little consequence.
6.7 Microform preservation
The methods for preserving microforms shall conform to the specifications in ISO 18901, ISO 18911 and
ISO 18917.
NOTE See Annex C.
7 Management of recorded data
7.1 General
The production of COM microforms shall be managed using procedures designed to control ways of
identifying, segmenting and indexing data, to establish links that allow information to be found and accessed
efficiently, and to facilitate its use and transmission.
Ways of managing the data include titling, indexing, segmentation and time-stamping of microforms. The role
of the form overlay shall also be taken into account.
A COM microform shall contain at least one relevant item of identification. When the microform groups
together several microimages, it shall also contain at least one list of index keys.
A microform to be archived shall not be dependent upon any system likely to become obsolete.
Therefore, each microform shall contain identification and index data, allowing it to be used with the simplest
optical methods, so that it will not be affected if specific devices or automated means are no longer available.
The identification elements and the access keys shall be indissociable from the data concerning them and
shall have an equivalent irreversibility and longevity.
7.2 Identification and indexing of microforms
7.2.1 Titles
7.2.1.1 Title elements
This involves the recording of eye-legible information on a microform so it can be read without magnification.
It includes microfiche headers, roll film titles, floating titles or marked break points, as well as indications
printed on the aperture cards.
The title elements shall provide any relevant information capable of identifying the microform content and
subdivisions, and allow selective access to the intended information.
7.2.1.2 Floating titles
These are eye-legible items that can be read without magnification and which are placed on a microform
during processing to serve as visual markers, flags or delimiters. They should only be used to provide relevant
information (e.g. labelling of a file subdivision).
A floating title fills up the space of a page of data. It can be combined with an index page.
7.2.2 Indexes
7.2.2.1 Index elements
A microform containing several microimages shall contain the means to easily access the microimage
containing the intended information. To do this, the COM recorder shall build up the index pages, to which a
generation of blips can be associated for 16 mm COM roll microfilms, or punched data for the COM aperture
card.
An index page is a microimage that is an integral part of a microform, which shall summarize the index keys
corresponding to this microform or to a sequence of this microform, and associate them with a link to locate
each microimage in the microform or in the sequence concerned (the choice of indexing per microform or per
sequence is organizational).
10 © ISO 2009 – All rights reserved

Generating blips on a 16 mm microfilm is an option that involves linking each index key to a marker position
(blip). A special device optically counts these blips to enable the page one is looking for to be accessed
automatically.
The punched data option for an aperture card allows the translation of the titling and identification elements
into punched data, to enable automated use of the card.
7.2.2.2 Master index
The master index summarizes the index keys of several microforms. It is an option designed to facilitate
access to information. It should offer extended access, but should not be a replacement for the title elements
or the internal index pages of each microform, such as the ones described above.
Where it exists, the master index shall list the keys in a logical order and indicate opposite each one the
identification of the microform in addition to the position of the microimage in this microform. It shall itself be
recorded on a microform.
The master index can also be used to create a file or add to a dynamic database.
The use of the microforms for which a master index has been created shall not be dependent upon this
master index.
7.2.3 Segmentation
Breaks are voluntary interruptions in filling the COM microforms; they are subdivisions that are necessary or
useful for the selective use of the file, like the chapters in a book.
Depending on the requirements of the application, the break commands shall create a microform break, a
column break or a row break for a COM microfiche.
The use of breaks shall be motivated by deciding arguments from the information concerned, representative
of the file's logical structure, and respond to the need for segmentation. In case of a column or a line break in
the microfiche, it is recommended that this rupture be marked with a floating title which represents the motive
for the rupture (see 6.1.2).
7.2.4 Form overlays
The use of one or several form overlays specific to the application concerned is required when the formatting
or the understanding of the results depend on it.
When a form overlay includes legal information, identifications, marks or logotypes, the quality of this
information and these marks or logotypes shall be checked.
7.2.5 Time-stamp
The date on which each COM microform was created shall be indicated in its title elements. Depending on the
application concerned, it might be necessary to indicate the time.
Depending on the needs of the application, the time-stamping items can also be indicated on each page of
data.
In all cases, the time-stamping shall be clearly separate from the dates coming from the file.
It is recommended that the date be shown as DD/MM/YYYY (the day, month and the year can be separated
by dashes or full stops).
When a time is shown, it shall be expressed in the following structure: HH:MM:SS, and use the 24-hour format.
When an application requires a distinct time-stamping for each microform frame, the time should be shown to
1/100 s as HH:MM:SS:CC.
7.3 Indexing COM microfiche
7.3.1 General
When recording a file on COM microfiche, each microfiche shall include a header and at least one index page,
which shall include a list of at least one index key.
7.3.2 Titling
The header of a COM microfiche shall include at least one of the following on each microfiche:
⎯ at least one significant identification element indicating the content of the microfiche;
⎯ at least the first index key of the microfiche;
⎯ the date the microfiche was produced;
⎯ at least one sequencing element.
The number of the microfiche shall be located to the right of the header. Several counters can be used. For
example, a counter reset to zero after each break (minor counter) and a counter that continues sequential
numbering (major counter). When more than one counter is used, it is necessary to show the hierarchy in
descending order from right to left. The major counter shall always be located furthest to the right.
For reasons of clarity, it is recommended that no more than two counters be used.
The end of processing shall be indicated by the word “END” placed under the counter of the last microfiche.
7.3.3 Microfiche index page
When the index keys of the microfiche are summarized in one list, the page(s) displaying it shall be placed in
the areas as far to the bottom and to the right of each microfiche as possible.
The COM recorder shall automatically reserve the number of frames required to record the list.
When the index page only summarizes the keys by column or row sequences, it shall be placed in the first
area at the top of each column for the column index or in the first area at the left of each row for the row index.
A list of column or row index keys shall cover one page only. This page can be combined with a floating title.
7.4 Indexing 16
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