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MICROFILM <br />Q, Why do you still use microfilm? <br />A. Microfilm is a legally acceptable replacement for original records, as outlined in G.S. §8-45 and §153A-436. <br />Our office provides a publication, Micrograj~hics: Technical and Legal Procedures, on our website. It explains the <br />four groups of national standards for the production of archival quality microfilm: <br />• manufacture of raw film <br />• filming methods <br />• processing (developing) film <br />• storage methods <br />That publication also provides sample forms, targets, and procedures that you or your vendor can use in <br />producing film of your records. <br />Microfilm can be read with nothing more sophisticated than a magnifying glass. There is no software to keep <br />current. Usually, deterioration in the film itself can be detected by visual inspection. <br />Q, What film services do you provide? <br />A. The Department of Cultural Resources provides microfilming of minutes of major decision-mal~ing boards and <br />commissions in a county. We will also film. records of adoptions for your Social Services agency. Once those <br />records are filmed, we will store the silver original in our security vault. <br />At the time this schedule is published, there is no fee for the filming ox for storage. There will be a fee if you <br />request duplicate reels of film, or if we destroy your adoption records after filming. Contact the analyst <br />assigned to pour county for the most current information. <br />Q. How do I get my minutes filmed? <br />A, We have two processes to film minutes. First, you can send photocopies of pour approved minutes to us in the <br />mail. Simply include a copy of the "Certification of the Pr~raration of Minutes forMicrnfilmin~' form. (available online <br />at http://www.ah.dcr.state.nc.us/records/micro.htm#minutes) with each shipment. For more detailed <br />instructions, contact the analyst assigned to your county. <br />rliternatively, you can bring us your original books. We will film them and return them to you. This process is <br />most useful when you have more minutes to film than you are willing to photocopy. It is important to <br />remember that a representative of your office or ours must transport the original books in person so that the <br />custody of the records is maintained. You should not mail or ship your original minutes. Call the analyst <br />assigned to your county to make arrangements for an appointment for your books to be filmed. We will make <br />every effort to expedite the filming so that your books will be returned to you as quickly as possible. <br />Q. What if I need my books while they're being filmed? <br />A. Just call the Raleigh Office at (919) 807-7350, and ask for the analyst in charge of minutes. <br />Q. Can I email you my minutes? <br />A. Not at this time. We require photocopies of the approved minutes, complete with signatures. <br />Q. I have some old minutes that aren't signed. Can they still be filmed? <br />A. If the only copy you have available is unsigned, and you use it as the official copy, we will film it. <br />Q. What if my books are destroyed after they have been filmed? <br />A. Call the analyst assigned to your county, who will help you make arrangements to purchase copies of the <br />microfilm from our office. You can then send those reels to a vendor, who can either make new printed <br />books, or scan the film to create a digital copy. <br />viii <br />