Microfilming Procedures

30.50.1 - Microfilming Procedures (Rev. 38, Issued: 05-26-06, Effective: 06-26-06, Implementation: 06-26-06) A - General The contractor must authenticate each roll of film containing reproductions of Medicare claims records by including certificates of authenticity at the start and at the end of the filmed documents. (Material other than claims records need not be authenticated.) The contractor produces these certificates and target cards as needed, using the language contained in the examples in §80, Exhibits 6-12. The camera operator completes a report for each roll that is microfilmed. See Exhibit 12, for an example of a roll report. The contractor films claims records without attachments (e.g., coding sheets) overlaying data on the record. If data on the attachment is needed for reference purpose, the contractor films it separately. To ensure that the camera is working efficiently when files material is being microfilmed, the contractor films a microcopy resolution test chart on the first roll in the morning and the first roll in the afternoon. It gives these rolls priority processing so that any camera malfunction is discovered as soon as possible. Exhibit 11 provides an example of a resolution test chart that cannot be used for actual tests. Usable charts are available from microfilm suppliers. B - Normal Filming The contractor films the start certificate (see Exhibit 5) after any target (or flash) cards that identify or index the documents on the film and before the records are filmed. It files the end certificate (Exhibit 6) after the last document and before any end target card. It retains documents in the order they were filmed for ease in reviewing the processed microfilm. The following is an example of normal filming sequence: OUT START OF FILM LEADER <ABOUT- 2 FEET ROLL NUMBER CARD TITLE CARD FILING SEQUENCE CARD START CERTIFICATION OF AUTHENTICITY CARD TEST* CHART \ / \ / \ DOCUMENT DOCUMENT DOCUMENT LAST DOCUMENT LAST CERTIFICATE OF AUTHENTICITY CARD \ / \ / \ / \ / \ END CARD ← TRAILER ABOUT 2 FEET *Filmed Twice Each Day END OF FILM / \ / \ / \ C - Corrections If the camera operator notices that a document has been incorrectly filmed due to being twisted, folded, or torn, photograph a correction card (see Exhibit 7) right after the incorrect document. The following is an example of correction filming sequence: \ / \ / \ DOCUMENT DOCUMENT (TORN) CORRECTION CARD DOCUMENT (REPAIRED) DOCUMENT / \ / \ D - Filming Retakes and Additions When the processed microfilm roll is reviewed, some documents may be illegible or incorrectly photographed. Other documents may have been out of file or omitted at the time of the original microfilming. The contractor will re-photograph these documents and splice onto the front of the completed microfilm roll. If splicing is not practical, it will maintain the retakes and additions as a separate microfilm roll. It will photograph a start of retake or addition card (Exhibit 8) immediately before the documents to be rephotographed or added. Photograph an end of retake or addition certificate (Exhibit 9) immediately after the last document to be rephotographed. The following is an example of retake or addition filming sequence: \ / \ / \ START RE- TAKE OR ADDITION CARD DOCUMENT DOCUMENT DOCUMENT END OF ADDITION OR RETAKE CERTIFICATE \ / \ / \