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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. §8-45.1 and §153A- <br /> 436. Microfilm can be read with nothing more sophisticated than a magnifying glass. There is no <br /> software to keep current. Usually,deterioration in the film itself can be detected by visual inspection. <br /> The State Archives of North Carolina provides a publication, Micrographics: Technical and Legal <br /> Procedures, on our website. It explains the four groups of national standards for the production of <br /> 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 /> Q. What film services do you provide? <br /> A. The Department of Cultural Resources provides microfilming of minutes of major decision-making boards <br /> and commissions in a county. We will also film records of adoptions for your Social Services agency. Once <br /> those records are filmed,we will store the silver original in our security vault.There is a nominal fee for <br /> filming and duplicate film. Contact the Records Management Analyst assigned to your county for the <br /> 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 your approved minutes to us <br /> in the mail. Simply include a copy of the Certification of the Preparation of Minutes for Microfilming <br /> form (available online at the State Archives of North Carolina website)with each shipment. For more <br /> detailed instructions,contact the analyst assigned to your county. <br /> Alternatively,you can bring us your original books. We will film them and return them to you. This <br /> process is most useful when you have more minutes to film than you are willing to photocopy. It is <br /> important to remember that a representative of your office or ours must transport the original books in <br /> person so that the custody of the records is maintained. You should not mail or ship your original <br /> minutes. Call the analyst assigned to your county to make arrangements for an appointment for your <br /> books to be filmed. We will make every effort to expedite the filming so that your books will be returned <br /> to you as quickly as possible. <br /> Q. What if 1 need my books while they're being filmed? <br /> A. Call the Raleigh Office at(919)807-7350,and ask for the Records Management Analyst in charge of <br /> minutes microfilming. <br /> Q. Can I send you my minutes electronically? <br /> A. We are working on standards and procedures for an electronic transfer system for minutes. Please <br /> contact the Records Management Analyst in charge of minutes microfilming for more information. <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 /> xi <br />