Program Manual

Preparing Records for Microfilming

Preparing records for microfilming is similar to preparing records for storage at the Records Center. As with other stored records, all documents must be packed in Records Center boxes and must be preceded by an approved, completed transmittal form. However, an agency must complete several additional steps prior to the Records Service Division accepting the documents for microfilming, including:

• Removing all staples, paper clips, brads or other fasteners.
  
• Removing all attached records from their folder clips or rings.
  Placing all records in manila folders. Manila folders are preferred and
• required if folders are to be microfilmed. Folders should indicate the name, case number and other pertinent information about the documents.
  
• If folders are not to be microfilmed or if folders do not indicate pertinent information about documents, a lead sheet must be the first document within the folder. A lead sheet is a white sheet of paper with the file name and number printed in black ink. NOTE: If the agency is a hospital, the lead sheet must also contain the hospital facility code number assigned by Mental Health's Central Office and the patient's number.
  
• Placing all records face up with the headings facing the same direction within the folder in the order they are to be filmed.
  
• Purging all files of items that will not or cannot be filmed before shipment. For example, remove Polaroid pictures, plastic cards, duplicate copies of material or other unnecessary information.
  
• Documents smaller than 3 x 5 should be taped to an 8 ½ x 11 sheet of paper of the same color. When affixing documents on both sides of a sheet of paper, tape the records to the page as if a person were turning a page in a book, not as if the first document was attached and then the sheet was flipped from bottom to top to attach the second document.
  
• Multiple page booklets must have the staples removed and the booklet must be cut down the center. This will provide single sheets consecutively numbered for filming.
  
• Records that are shingled (such as lab reports which are glued or gummed at the top edge) must be separated before shipping, and the gummed or glued edge should be removed or taped down. After the records are un-shingled, they must be taped to a single sheet of paper, making sure they do not overlap. The paper should be of the same color as the records and should be taped across the entire edge that is sticky.
  
• Documents that are not shingled but have an adhesive or gummed edge, (i.e. tablet type paper) must have this edge removed to prevent jamming during the filming process.
  
• Documents that are old or brittle cannot be fed through the camera and will need to be photo copied if in poor condition.
  
• If documents are oversized (larger than 11 x 14) they may need to be reduced. NOTE: If documents are bound in book form and cannot be bursted into single sheets, or they are larger than 11 x 14 and cannot be reduced, it may be necessary for a representative from your agency to train and complete the microfilming of the work on one of our oversized document cameras.

For more information on the preparing of documents for microfilming please contact (573) 751-4199 or email: michael.shellman@sos.mo.gov.