Orange County NC Website
Browse       Search
MICROFILM <br /> ADVANTAGES. Microfilm is an economical and practical means of preserving a security copy of essential records, <br /> and it can be used by government agencies to eliminate the problem of excess paper. <br /> LEGAL AUTHORITY AND ACCEPTANCE. Legal authority for microfilming county records is contained in G.S. <br /> §153A-436. This statute provides that the method of reproduction must give legible and permanent copies and that the <br /> reproduction of the public records must be kept in a fire-resistant file,vault,or similar container. <br /> G.S. §8-45 and§153A-436 provide that microfilm copies of public records shall be admissible as evidence in any judicial <br /> or administrative proceeding. <br /> To ensure uniformity and legal acceptability in microfilmed records,certain forms,targets,and procedures should be <br /> used when microfilming public records. The Division of Historical Resources has published Micrographics:Technical and <br /> Legal Procedures to aid state,county,and municipal agencies in producing good-quality microfilm that meets all legal <br /> requirements. <br /> TECHNICAL STANDARDS. Specific technical standards are required to assure quality microforms that are readily <br /> reproducible and,where necessary,capable of permanent preservation. There are four basic groups of standards that <br /> establish criteria for microfilm to be of archival or permanent quality: standards for the manufacture of raw film, <br /> standards affecting the method of filming in order to produce good overall results,standards involved in processing <br /> (developing)microfilm,and standards for the storage of processed microfilm. Those standards are listed and explained <br /> in the Division of Historical Resources's publication Micrographics:Technical and Legal Procedures. The standards were <br /> compiled from national associations such as the American National Standards Institute(ANSI) and the Association for <br /> Information and Image Management(AIIM). <br /> SCANNING RECORDS. For guidance on implementing or maintaining a scanning system,contact the Government <br /> Records Branch. <br /> MICROFILMING SERVICES AVAILABLE. The Division of Historical Resources offers microfilming of minutes <br /> and other selected permanent records. An appointment to microfilm the records is necessary and may be made by <br /> calling(919) 807-7350. The silver original reel is stored for security in the State Archives'environmentally controlled <br /> vault. Duplicate reels may be obtained from the Government Records Branch for a small fee. <br /> Micrographic feasibility studies are provided,on request,to help agencies determine the most cost-effective <br /> micrographic system to meet their needs. Evaluations of existing micrographic applications are performed to ensure <br /> that microfilm meets state technical standards and is of archival quality. <br /> Agencies microfilming their ownpermanent records should send the silver(camera)film to the Division of Historical <br /> Resources for storage in the vault. Duplicate film can be used in the office as the working copy. <br /> ix <br />