Records Management:: Microfilming

Microfilming

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 (109.120, RSMo) as an acceptable substitute for original paper documents in legal proceedings, if the original documents have been destroyed after microfilming. 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 instances where original records are required to be maintained for legal purposes (Chapter 432, RSMo), microfilming will not result in a space savings.

The services provided by the Records Management Division are microfilm 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. These measures are maintained throughout the process using standards developed by the American National Standard Institute (ANSI). The ANSI standards are an integral component of the workflow process of the unit.

Microfilm technology provides 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 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.


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