Imaging/Micrographics

The name of the Microfilm Services unit has been changed to Imaging Services. This name change accurately reflects the growing scope of services this unit provides to state agencies. Among these services are: micrographic production, processing, quality assurance, duplication, and storage. Stringent quality assurance measures are maintained from production of a roll of microfilm to the final stage of storage. The standards of the American National Standard Institute (ANSI) are an integral component of the workflow process of the unit.

Micrographic technology has provided valuable tools for the improvement of state records management. Use of micrographics solves problems of preservation and distribution and promotes economy in storage as well as being easily integrated into systems based on the latest electronic technology.

State agencies adopt micrographics for a variety of reasons. Conversion of records to micrographic format may improve the economy and efficiency of agency operations. For example, use of micrographics may be advantageous when multiple users frequently need voluminous records or when an agency needs to widely distribute records. Creating microform copies is a convenient method of producing copies of vital records, as it is a proven technology with established standards that assure media quality and stability for the preservation of long-term records.

Although its benefits are extensive, micrographic technology also has limitations. For some records, the ability to manipulate data is critical, and microforms are static. In some instances, because original records have to be maintained for legal purposes, microfilming would not result in a space savings. Agencies considering microfilming records need to have the Records Management Analysts conduct a feasibility study to determine whether micrographic technology is the most appropriate option for retention and maintenance of specific records.

Currently over 120 state government departments have utilized the micrographic services of the unit and received the benefits of an efficient records management program through the use of microforms.

State agencies interested in document image management of microfilm should contact the Records Management Division of the Secretary of State's Office, (573) 751-3319 or e-mail recman@sos.mo.gov.