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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,Micrographics: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-making boards and <br /> commissions. Once those records are filmed,we will store the silver original in our security vault. <br /> There is a nominal fee for filming and duplicate film. Contact the analyst assigned to your county for the most <br /> 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 in the <br /> mail. Simply include a copy of the"Certification of the Preparation of Minutes for Microfilming"form(available online <br /> at http://www.records.ncdcr.gov/imaging.htm#minutes)with each shipment. For more detailed instructions, <br /> 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 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 minutes 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 />