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 Micrographics
Services
Introduction
The
Micrographics and Imaging Services Branch serves both
state and local government, as well as private citizens,
by providing a means to economically preserve information
which continues to be needed and to make that information
readily available. It does this by ensuring that public
records are converted to a form which is appropriate
for the preservation of records of continuing value
and/or which makes possible ready dissemination of information
to a wider audience.
Background:
Why Choose Microfilm or Digital Imaging?
Micrographics
and digital imaging can be important parts of a systematic,
cost effective approach to preserving public records
and making them available for business or research use.
Microfilm has been a technology of choice for decades,
and several nationally recognized groups have issued
widely accepted standards relating to original film
stock, developing and processing techniques, storage,
duplication, and use.
Microfilm
has some striking advantages and benefits:
-
Up to a 98% reduction, in comparison with paper, in
the space needed to store records;
- File
integrity by fixing document or data sequence and
by preventing misfiles and alterations
-
Increased availability of information through efficient
and economical reproduction and distribution
- Quick
retrieval of information within voluminous files;
- Decreased
need for offsite storage of voluminous paper files;
- Ability
to be combined with electronic recording, storage
and transmission systems, such as optical disk and
telefacsimile systems;
-
Reliable, economical security for vital records;
- Ability
to render an exact, optical facsimile of subtle details;
- Acceptance
over a long period of time as a legal record;
- Preservation
of images transferred from media that are fragile
or subject to obsolescence; and
- Proven
technology with established standards that assure
media quality and stability for preservation of long-term
records.
Electronic
document imaging technology offers many of the same
advantages, particularly for storage and retrieval of
large amounts of information where quick, accurate access
is essential. This technology is replacing or superseding
paper systems in many areas, and can complement or supplement
micrographics systems. Be sure you know what the characteristics
and limitations of each technology are before making
your decision.
Who
We Serve
The
Branch serves state and local government agencies and
private individuals and organizations, on a fee for
service basis. Staff is happy to discuss what solutions
may be appropriate for your particular needs and to
provide cost estimates for prospective work at no charge.
What
Services We Provide
The
Branch does:
- conversion
of paper documents to digital files through document
imaging (source document, book format or wide format
scanning available);
- conversion
of digital files to microfilm;
- conversion
of microfilm to digital files;
- indexing
of digital files to permit access to the information
in those files;
- preparation
of records for scanning or microfilming;
- source
document microfilming to an archival standard in 16mm
and 35mm formats;
- aperture
card loading and titling;
- loading
and labeling of microfiche jackets
- archival
microfilm processing;
- quality
control review to ensure the quality of the finished
product of the information converted;
- microfilm
duplication through the silver and diazo microfilm
duplication methods;
- security
microfilm storage in an environmentally controlled
vault;
- microfilm
cataloging to facilitate access to the records in
the finished microfilm product;
- microfilm
recycling;
- records
destruction for records which have been filmed or
scanned; and
- certification
of other public and private micrographics laboratories
which are filming and/or processing microfilm of Kentucky
public records.
Part
of the service that the Branch provides is the storage
of microfilm and electronic images on disk in the KDLA
Microfilm Vault. The vault is temperature and humidity
controlled to ensure the archival longevity of film
and disks. All agencies may use this service, and many
have chosen to store their backup tapes with KDLA and
exchange them on a weekly basis. This provides the security
of off-site storage and guarantees that in the event
of a disaster, the information will be quickly retrievable
from an alternate location.
Who
to Contact for Further Information on Any of Our Services:
Please
contact:
Mark Stone
300 Coffee Tree Rd.
P.O. Box 537
Frankfort, KY 40602
502-564-8300 ext. 321
Mark.stone@ky.gov
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