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101 <br /> SECURITY PRESERVATION COPIES OF RECORDS <br /> Q. What is the advantage to having security preservation copies of records <br /> stored with the State Archives? <br /> A. Having duplicate copies of essential records in a separate location mitigates the risk that you <br /> may lose the only physical copy of a given record in a disaster or other records loss event. <br /> Maintaining offsite duplicates of records, regardless of format, is a good practice to adopt. <br /> The State Archives creates duplicate copies on microfilm because of the durability of the <br /> medium. Silver negative microfilm does not decay for hundreds of years, ensuring that your <br /> records maintain their integrity over time. <br /> Q. What records will the State Archives back up for us? <br /> A. The State Archives provides security imaging services for minutes of major decision-making <br /> boards and commissions. We will also image records of adoptions for Social Services agencies as <br /> well as maps and plats from Registers of Deeds offices. Once those records are imaged,they are <br /> converted to security microfilm. We will store the silver negative (original) microfilm in our <br /> security vault. Contact the Records Management Analyst in charge of imaging coordination for <br /> the most current information. <br /> Q. How do I start the process of backing up the above listed records? <br /> A. We have three processes for creating backup film copies of these records. First,you can send <br /> photocopies of your approved minutes to us in the mail. Simply include a copy of the <br /> Certification of the Preparation of Records for Security Preservation Copy form (available <br /> online at the State Archives of North Carolina website)with each shipment. For more detailed <br /> instructions, contact a Records Management Analyst. <br /> Secondly,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. <br /> It is important to remember that a representative of your office or ours must transport the <br /> original books in person so that the custody of the records is maintained. You should not mail or <br /> ship your original minutes. Contact the Records Management Analyst in charge of imaging <br /> coordination to schedule an appointment for your books to be imaged. We will make every <br /> effort to expedite the filming so that your books will be returned to you as quickly as possible. <br /> Finally, you can submit these records to the State Archives electronically. Please see our <br /> procedures in "Transfer of Minutes in Digital Formats for Microfilming" or contact the Records <br /> Management Analyst in charge of imaging coordination for more information. <br /> Q. In the event of a records loss, how do I obtain copies of the security <br /> preservation copies stored at the State Archives? <br /> A. Contact the Records Management Analyst in charge of imaging coordination who will help you <br /> purchase copies of the microfilm from our office. You can then send those reels to a vendor <br /> who can either make new printed books or scan the film to create a digital copy. <br /> A-15 <br />