Records Management :: Microfilming :: Preparing Records for Microfilming

Preparing Records for Microfilming

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

  • Remove all staples, paper clips, brads or other fasteners.
  • Remove all attached records from their folder clips or rings.
  • Records can be placed in manila folders; however, the manila folder will not be filmed. If the information on the manila folders must be filmed, copies must be made. A "lead sheet" must be included in the front of each folder which lists the name, the case number and other pertinent information about the documents. The lead sheet must be a white sheet of paper with the information printed in black ink.
    • NOTE: If the agency is a Department of Mental Health hospital, the lead sheet must also contain the hospital facility code number assigned by Mental Health's central office and the patient's number.
  • "Stop sheets" must be included in the back of each folder to indicate a separation between folders. (Stop Sheet Link)
  • Place all records with the headings facing the same direction within the folder in the order they are to be filmed.
  • Purge all files of items that will not or cannot be filmed. For example, remove Polaroid pictures, plastic cards, duplicate copies of material or other unnecessary information.
  • Documents smaller than 8 1/2" x 5 1/2" should be taped to an 8 ½" x 11" sheet of white paper. 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, 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 white paper, making sure they do not overlap and are 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, brittle or in poor condition cannot be fed through the camera and will need to be photo copied.

For more information on the preparing of documents for microfilming, please contact 573-751-4102 or email[email protected].