CMS Pub. 100-01, ch. 7, § 30.50.1

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 RETAKE OR

ADDITION

CARD

DOCUMENT

DOCUMENT

DOCUMENT

END OF

ADDITION OR

RETAKE

CERTIFICATE

\

/

\

/

\