Program Manual

Imaging (Microfilming) Services

Micrographic technology is a valuable tool for the management of state records. Micrographics provides potential solutions for the preservation of long-term and vital records. The technology is most effective for long-term records that are not accessed on a regular basis. Microfilm is an accepted form of records maintenance and is recognized by law (RSMo 109.120) as an acceptable substitute for original paper documents in legal proceedings, if the original documents have been destroyed after microfilming.

In FY99, the Records Management Division's "Micrographic Services Unit" changed its name to "Imaging Services" to more accurately reflect the growing scope of services provided to state agencies. These services include the production, processing, quality assurance, duplication and storage of micrographic film and jackets. Stringent quality control measures are maintained throughout the process using standards developed by the American National Standard Institute (ANSI). Imaging Services films more than 13 million documents annually, for more than 120 agencies.

The services provided by the Imaging Services are free to state agencies. Agencies considering microfilming records need to have a Records Analyst conduct a feasibility study to determine whether micrographic technology is the most appropriate option for the maintenance of specific records. For more information on the microfilming services at the Secretary of State's Office please contact (573) 751-4219 or email: michael.shellman@sos.mo.gov.