Micrographics and Computer Output Microfilm

1. Microfilm and Records. Micrographics refers to any process concerned with reducing any form of information to microimages. Microfilm is a medium for storing great quantities of document information in miniature form and can be produced in several different ways. It is estimated that microfilming records can save up to 98 percent in storage space. Microfilm also provides easier handling and retrieval of the information. Microfilm readers and reader/printers are utilized in projecting the images back to their full size on a screen or providing full-size paper prints when needed.

   Microfilm, however, is not the magic answer to all of your records management problems. If your filing system is a problem now, it will remain so unless the system is improved before microfilming. We are not yet near a paperless society despite such predictions during the last several years. However, correct use of microfilm and data processing can aid in a "less paper" office. When used in an appropriate manner, the benefits of microfilm will be significant. The most common forms of microfilm are:

   1. Roll. Produced in width of 16mm, 35mm or 105mm and used with reel, cartridge or cassette. This is the most widely used form of microfilm and is always used for security copies. The original silver copy should be stored in a secure location and preferably off-site. The copy should be used in the office for reference.
   2. Microfiche. A sheet of film approximately 4" x 6" or 152mm with fixed images. Identification information is found at the top of the film on an index strip which is readable without magnification. In the past, images were fixed on the film. However, recent technologies now allow for updatable microfiche. Using updatable film, images can be added, annotated, imaged over, or in some cases, even removed. Updatables currently have problems meeting the regulations of the State of Missouri. Before investing in such a system, you may contact the state micrographic supervisor of the state's Records Management Division, at (573) 751-9420 or email [email protected].
   3. Aperture cards. A computer-sized, key-punched card with information on one side and either 16mm or 35mm images mounted in prepared slots on the cards. These are usually used for engineering drawings and for large documents in offices of the recorder of deeds.
   4. Jackets. These are about the same size and shape as index cards, are transparent plastic, and contain channels into which strips of microfilm are inserted. Identifying information is on the index strip at the top of the jacket and can be read. There is no need to remove the strip of film from the channel to be read or printed by microfilm reader/printers.

2. Reasons for and against microfilming. Many people mistakenly feel that the best reason for microfilming is to save on storage space for masses of records. Many other factors should be used to determine whether the microfilming of your records is justified. These factors include:
   • The need to retain records for a long period of time.
   • The need for security of records with a corresponding duplicate file.
   • The need to protect vital records.
   • The need for frequent and speedy retrieval of records.
   • The need for fixed file integrity.
   • The need for sharing information with other departments or agencies.
   • The need to control access to records and to retain strict confidentiality of records.
   • The difficulty of using records as they now exist because of odd sizes, shapes and/or conditions.
   • The need to preserve historical records from aging and abusive wear and tear.

   There are also some disadvantages to microfilming. These include:

   • The records require a machine in order to be read.
   • The cost of filming whether in-house or with a service bureau.
   • Difficulty comparing documents side by side.
   • Documents are not readily accessible when they are being filed and processed. (This is more of a problem when a service bureau films the documents.)
   • Poor readability is possible if the film is not properly exposed, is illegible, scratched or if records are not filmed in sequence.

   The greatest of these disadvantages is expense. It is estimated that in Missouri, paper records can be stored in a record center for at least 20 years before the expense of record storage equals the expense of microfilming these records. This is why microfilming large amounts of records solely to save on storage space might be the (least best reason) to film.

   How do you know if the use of microfilm is justifiable? Before you can really know, you need a successful on-going records management program. The retention/disposal schedules in your local government records manual will help point out vital records, valuable records, and lead to your knowledge of the activity in each file.

   The records manager of each local agency should be able to answer each of the following questions before embarking on a microfilm program.

   • Do we have a successful operating records management program?
   • Do we know and understand the State of Missouri laws and regulations for microfilming of records?
   • Do we really know how much it will cost to microfilm as compared to my present file and storage systems?
   • Are other filing/storage systems less expensive? Will they satisfy my records management needs as well as microfilming and better than our present system?

   Remember, RSMo 109 gives the Local Records Board the authority to set standards for the reproduction of public records by micro-photographic process. These standards relate to the quality of film, preparation and identification of records filmed and proper certification of copies. Any such microfilm prepared according to these standards is considered for all purposes an original public record. For more information on microfilming, a Guide to Local Records Microfilming may be requested at no charge. Write: Local Records Preservation Program, P.O. Box 778, Jefferson City, MO 65102 or email [email protected].

3. Care and storage of microforms. Space saving will be of little benefit if microfilming is unreadable due to poor storage conditions. Film should be inspected before it is stored. In storage, extreme fluctuations in temperature and humidity should be avoided. Temperature should be kept in the range of 65-70 degrees with humidity between 30-50 percent.

   At least a one-percent sampling of the film should be checked at two-year intervals. When inspecting the film, look for discoloration, film brittleness, mold, fungus or the adherence of the emulsion to the base. Check the film containers and reels used to store the film for rust, corrosion or other deterioration. Storage boxes made of acid-free plastic materials are available and will not rust or corrode. The security copy must not be used except to produce additional use copies. If the film is deteriorating, storage conditions need to be improved and the deteriorating film copied. Some security copies of permanent record roll film may be stored in the Missouri State Archives free of charge. For information about the service, call (573) 751-9047.

Computers are being effectively linked with other information processes and technologies. A common example of the wedding of technologies is computer output microfilm (COM).

In this system, information is generated on a computer and is rapidly recorded on microfilm. The machine-readable is made human-readable. The resulting fiche may be viewed on a microfilm reader. This system eliminates the paper printout. COM can produce up to an 80-percent savings in storage space as compared to paper printouts. A single 100-foot roll of microfilm is equal to approximately 2,600 feet of continuous printout forms. To further illustrate the savings, 100,000 printout sheets weigh 1,400 pounds. This amount can be reduced to five pound of 105mm microfiche. In most cases, COM applications will only be practical for large governmental units.

1. COM is useful when:
   1. Computer printouts are produced frequently and on a regular basis.
   2. Computer reports have 50 or more pages per printout.
   3. Computer reports have a large distribution requiring many ply paper, or duplication.
   4. Computer printouts must be mailed(transferred) to other areas.

2. COM is probably not useful when:
   1. Printouts must be hand corrected with additions or changes.
   2. Research requires looking at several pages simultaneously.
   3. The volume of printouts is occasional and in small numbers.