- Records Retention and Disposition
- Off Site Storage of Records
- Contact Information
- Frequently Asked Questions
Records Management FAQs
These FAQs reflects the most up-to-date information on the Records Management program of the Office of the Secretary of State. Administrative personnel involved with the maintenance, storage, retrieval, and tracking of records will find these FAQs a convenient reference when using records management services.
We hope you will find answers to the most common questions concerning the records management program including general information, records consultation and scheduling, state records center services, and imaging services provided by the Records Management Division to state agencies.
Q. What services are available?
A. The Imaging Section creates microfilm from paper originals. The original silver halide film is stored in a climate controlled vault for preservation and duplication purposes. A convenience copy is returned to the agency for daily use.
Q. Where is the Imaging Section located?
A. The Imaging Section is located on the first floor of the James C. Kirkpatrick State Information Center at 600 West Main Street, in Jefferson City, Missouri.
Q. What records may be microfilmed?
A. Permanent or historically significant records may be microfilmed to prolong their lifespan. Other records may be approved for microfilming, based on a number of factors. It is not cost effective to microfilm records with a retention period less than 60 years.
Records filmed by the Imaging Section must be approved by the Director of Records Management and the records must appear on an approved records retention schedule.
Q. How do I prepare records to be microfilmed?
A. Documents must be specially prepared for filming. Please see the Instructions for Records to be Microfilmed
It will be important to consult with your records analyst and with the Imaging Manager in advance of beginning a new microfilm project.
Q. Where do I send my records to be microfilmed?
A. Records must be placed in approved records storage boxes, entered into the records tracking system and labeled correctly. The agency will need to arrange for their delivery to 600 W. Main Jefferson City, Missouri 65102. Arrangements can be made for pickup services if an agency is located in Jefferson City.
Q. What type of paperwork is required by Imaging Services to create microfilm?
A. Each group of boxes to be filmed must have a Microfilm Request Form sent to the Imaging Services Office before the records can be filmed. Only records with the same record series can be included on a single microfilm request form. Groups with different record series will require separate forms. Specifics will be worked out between the agency and Imaging Manager, depending on the particular filming project.
Q. How long will it take to complete my microfilm project?
A. Microfilm projects are processed in the order that the records are received. Your film will usually be completed in about 6 months, depending on the current workloads and the staff availability of the section.
Q. What if I need multiple copies of microfilm?
A. It is standard practice to prepare duplicates. An original is stored in the Imaging Section’s storage vault, while a convenience copy is given back to the agency. Additional duplicates can be requested through the agency records tracking system, by the agency that owns the microfilm.
Q. What happens to the paper records after the film is made?
A. Records will be stored in the State Records Center prior to filming. Agencies have 90 days after the project is completed to review their film. If no changes are required the paper version of the records will be destroyed. The agency indicate on the Microfilm Request Form to indicate if they would prefer to have the paper returned instead of destroyed.
Q. How long will microfilm last?
A. The silver halide original will last up to 500 years in the proper storage conditions, before it needs to be duplicated. Diazo duplicates can show degradation in as little as 20 years, but are easily replaced
Q. Are digital imaging services available?
A. The Imaging Section is currently developing the capability to perform scanning and conversion of scanned images to microfilm. Projects are evaluated on a case by case basis.
Q. Are there fees for these services?
A. No, there are no charges for these services. They are provided free of charge to encourage proper preservation of long-term records.
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