Section 1: Overview
Introduction
Texas Government Code Section
and
and
Texas State Library and Archives Commission
authorizes agencies
to retain records on microfilm or electronically stored images.
Microfilm is a high-resolution film in roll or fiche form or mounted
onto aperture cards containing micro-images. Document imaging involves
the conversion of hard copy original documents or records to an
alternative media.
Records with permanent or long term (more than 20 years) retention
periods or archival requirements may be retained on microfilm. Offices
choosing to microfilm records may obtain those services through
a purchase of services. This chapter contains guidelines for microfilming. See
Chapter 7, “Electronic Records,” for information on electronic imaging.
Imaging records has replaced the practice of microfilming
at TxDOT.
Microfilmed Records
Texas Government Code
states
the following:
- Any official record may be maintained on microfilm.
- The microfilming of any official record and the maintenance of an official record on microfilm must be in accordance with standards and procedures adopted as administrative rules of Texas State Library and Archives.
- A microfilmed record created in compliance with the rules of Texas State Library and Archives is considered an original record and the microfilmed record or a certified copy of it shall be accepted as such by any court or administrative agency of Texas.
- A microfilmed record that was produced in accordance with any state law in force before September 1, 1997, is considered an original record.
General Guidelines
This section applies to the microfilming of any official record that is to be maintained solely on microfilm format.
- Microfilming of records must follow the Records Retention Schedule,
- For microfilm retained as roll film, no more than one record series is permitted on each roll of microfilm.
- For essential records that are microfilmed, there must be a security copy stored offsite.
- The originals of records or source documents that have been microfilmed may be destroyed prior to the expiration of their retention periods only if the microfilm complies with these sections and in accordance with Government Code, Section .
- After the completion of the production tests and inspections, original microfilm must not be unwound and used for any purpose except:
- To produce copies of the film.
- To carry out inspections, expunge or destroy records as identified in Texas State Library and Archives Commission “Microfilming Standards – ”, Sections 6.27, 6.32 and 6.33.
- If a service provider is used for the filming, processing, and/or storage of official records, a written agreement must be in place to provide access in compliance with local, state, and federal laws or delivery of the records as needed by TxDOT and to allow inspections of microfilming facilities by Records Management, Records Administrator or Records Coordinators, or another authorized representative of TxDOT.
- All microfilm produced before prior to 1997 is validated to the extent the microfilm was produced in the manner and according to the standards prescribed by prior law.
Microfilming and Microfilm Formats
Most department records require retention for fewer than five
years. For all but permanent or archival records, storage in the
original format is the easiest and cheapest way to retain hard copy inactive
records until their destruction date.
The space-saving and distribution advantages of microfilm
can be achieved by electronic imaging without incurring the limitations
of film. Microfilming is labor-intensive and expensive. Managers should
carefully evaluate the actual need to use microfilm. Considerations
include the manpower to prepare and index the records for microfilming,
to inspect the microfilm product after filming and the cost, availability,
and maintenance of equipment to store and read or print copies from
the microfilm.
Advantages | Limitations |
|---|---|
Space savings . Microfilm concentrates
a large volume of information in a small package. One 250-foot roll
of 16 mm microfilm can hold the equivalent of a document storage
box of records (up to 4,200 8 ½”x11” pages or images). Nine 100-foot
rolls can store the equivalent of one five-drawer file cabinet (5,000
8 ½”x11” pages or images).Low-cost distribution . Microfilm is inexpensive
to duplicate.File integrity . Once filmed, all records
in a file are together, and individual records cannot be physically removed,
lost, or misfiled. Any alteration is apparent.Security . Duplicative security copies
can be stored in a separate place.Archival preservation . Microfilm may
be used for reference in place of original documents and can offer
an increased life span.Convertibility . Microfilm images may
be converted to paper, or with proper equipment, digitized. | Expense . Microfilm is expensive
and labor-intensive to createUnclear copy . The quality of the original
record affects the quality of the filmed image. Old, faded, or damaged documents
may not reproduce clearly. Colors do not appear, and it may be difficult
to tell whether a filmed record is the original. Official certifications
and explanatory notes filmed with the records on target sheets can
address these limitations to some extent.Equipment requirements . Microfilm will
deteriorate if it is stored in an environment that does not have temperature
and humidity controls.See Section 3 “Microfilm Storage Environment and Requirements,
Equipment and Maintenance” in this chapter. The product of deterioration,
acetic acid, may present a workplace hazard to employees. User resistance . Using microfilm and
microfilm equipment for any length of time can be tedious. |
Microfilm Formats
The most common used microfilm formats include:
- Roll film: The most economical microform, 16 mm width is typically used for documents, and 35 mm widths are used for larger format documents such as drawings or maps. Roll film ensures file integrity and is best used for long-term storage of inactive records.
Figure 14-1. Roll Film - Microfiche: A sheet of 105mm film (usually 4 inches by 6 inches) that can contain at least 98 images (depending on the size of the originals), microfiche is best used for frequently referenced files. An eye-readable label makes retrieval easier. Because a microfiche is a single unit, it provides reasonable file integrity. It is moderately expensive to produce, although a microfiche reader is the least expensive type of microfilm reader. Microfiche, jackets (transparent cards 4 inches by 6 inches with chambers for the insertion of individual frames or strips of microfilm) are typically produced and the customer is furnished a microfiche duplicate for active use.
Figure 14-2. Microfiche - Microfiche Jackets(transparent cards 4 inches by 6 inches with chambers for the insertion of individual frames or strips of microfilm) are typically produced and the customer is furnished a microfiche duplicate for active use.
Figure 14-3. Microfilm Jackets - Aperture Cards– An electronic data processing card with an opening that contains one frame of microfilm. This frame is usually cut from a roll of film.
Figure 14-4. Aperture Cards