Imaging Issues

1. Imaging Issues Bryan Collars SCDAH 6 March 2012

2. What is Imaging? • The SCDAH views Imaging as the conversion of paper records to other formats such as: • Microfilm/Microforms • Digital/Electronic Formats

3. What’s Covered • Microfilm/Mircroforms • Types • Strengths • Weaknesses • Digital/Electronic Formats • Types (Converted/Born Digital) • Strengths • Weaknesses

4. Disclaimer • The SCDAH, Records Management Division will give advice on records schedules and imaging applications, the responsibility for meeting all legal requirements rest with the government official who maintains the records. • The laws and regulations that govern records and imaging in South Carolina are set out in the Public Records Act.

5. Microfilm/Microforms

6. These Information Leaflets can be found at: http://rm.sc.gov/leaflets/Pages/default.aspx Microfilm/Microforms

7. Microfilm/MicroformsTypes • Microforms • Serialized (Microfilm on reels, cartridges, etc.) • Unitized (Aperture cards, Microfiche, etc.) • Microfilm • Silver (Silver Halide)-Master Negative Security Copy • Diazo –Best use copy • Vesicular –use copy • Dry Silver Film –primarily used with COM film

8. Strengths Durability Silver (500yrs) Diazo (250 yrs) Eye Readable High Resolution Images Reduction in space requirements to store records Weaknesses Costs Reading/Printing Requirements Storage Environments Microfilm

9. The decision to microfilm should not be taken lightly. Each agency/office must make its own decision on whether microfilming is the best option for them. Information leaflet No. 2 goes into detail on records selection. In general, the SCDAH regards records with long retention periods, 10+ years, as suitable candidates for microfilming. MicrofilmRecords Selection

10. Digital to Microfilm

11. Imaging • Retrospective Conversion • Scanning of paper records • Born Digital • Records created, maintained, and used solely in electronic environments

12. ImagingRetrospective Conversion

13. Born Digital

14. Strengths Elimination of bulky paper records Storage costs Distributed Access Streamlined Workflows Text Searchable (Requires OCR software) Weaknesses High upfront costs Software and Hardware obsolescence Proprietary software Equipment requirements Continual maintenance costs ImagingRetrospective Conversion

15. Strengths Storage costs Storage space Distributed Access Streamlined Workflows Text Searchable Weaknesses Software and Hardware obsolescence Proprietary software Equipment requirements Continual maintenance costs ImagingBorn Digital

16. Informational Leaflet #13 Electronic Records Management Guidelines Imaging/Electronic RecordsSCDAH Publications

17. http://rm.sc.gov/electronicrecords/Pages/default.aspx SCDAHElectronic Records

18. Microforms SCDAH will only accept security copy microforms of records with a permanent retention Each transfer requires prior approval and a completed ARM-8A SCDAH will store the security copy free of charge and make use copies as requested Digital Images/ Electronic Records SCDAH does not accept transfers at this time SCDAH is working on the infrastructure and technical expertise to allows us to do so in the future Transfers to SCDAH

19. Thank You Questions?