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Micrographics and Digitial Imaging

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