The Micrographics and Imaging 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. 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.
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.
What services are available?
Managing records in various formats can require converting records from paper and microfilm to a digital image or from paper and digital to microfilm.
This conversion process includes the following labor intensive steps:
Document preparation - Our staff prepares paper files for scanning much as they have done for microfilm conversion. Images scanned from microfilm also need format preparation before they can be used electronically.
Scanning – The unit has a variety of scanners that can convert documents, photos, and other records. KDLA has a high speed Kodak scanner, in addition to book, film, and wide format scanners.
Indexing and file transfer - Database files linked to the images can be constructed and transferred to the customer via direct link (Filenet systems), CD, or FTP, according to agency needs and the format of existing systems.
- 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;
- Records destruction for records which have been filmed or scanned
- Certification of other public and private micrographics laboratories which are filming and/or processing microfilm of Kentucky public records.
Another 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.