Micrographics

The microfilm process begins when the user department initiates a request to microfilm a box of records in storage. This request is reviewed by a Records Management Analyst to ascertain if it meets the requirements for microfilming. If the request is approved, it is placed on the Outstanding Microfilm Requests report. The micrographics department selects boxes to be filmed from this report.

The data in the box is "prepped" for microfilming by removing all staples, paper clips, etc., and separating the documents for the size camera which will film it. Letter size documents are filmed by the 16mm camera, and blueprints, drawings, etc. by the 35mm camera. As they are separated, both sizes of documents must be identified by the file number, permit number, etc., so that when the filming is completed the microfiche and the images from both size cameras can be merged back together.

Filming is a manual process since the documents have to be filmed on the front side as well as the back side where data is present. In the case of blueprints, a clear plastic film must be placed over the document to flatten the folds in the paper so that a clear, crisp image is obtained.

As each roll of film is completed, it is sent to the processing center for developing. Upon its return, the film is edited to ensure that all images are clear and readable, After it has been ascertained that the film is good, it is returned to the processing center for duplicating. At this time, the paper documents and prints are merged back together and returned to the same boxes from which they came.

One duplicate roll is "jacketed". A jacket is 4" x 6" (microfiche size) made of clear plastic, and has pockets into which the film is cut and inserted. The 16mm jacket holds 55 pages of data, and the 35mm hold 6 images. In essence, the roll film is turned into a microfiche which can then be copied, viewed, filed, etc.

After jacketing, the microfiche is ready for labeling. In this process the pertinent information regarding the permit numbers, locations, section/township/range, roll number, etc., are typewritten on the label stripe at the top of each microfiche. When the labeling is complete, the 16mm and 35mm microfiche are merged back together. At this point the microfiche prints and supporting data are back together the same as the paper data in the boxes, and the microfiche is returned to the users department.

Another duplicate (roll) is kept in Records Management files for safe keeping, and the original roll is sent to Pennsylvania for safe keeping. When the process is complete, the boxes are labeled in the Records Management system for destruction in three months.