Imaging and Microfilm Services

The following services are described in this document:

Electronic Imaging

In addition to SLRM's microfilming services we offer electronic imaging including scanning from paper to CD-Recordable (ISO9660). All services are performed according to the Texas State Library's Electronic Records Standards and Procedures. Services are available on a cost recovery basis. For information, call 512-421-7224

Scanning Paper and Microfilm

Scanning is the process of converting paper documents or microfilm into a bitmapped image file format. Consider scanning when you have high volume data to access on a continuing basis, need fast retrieval speeds, or need concurrent or simultaneous access to digital files. Scanned records are written to standard (ISO9660) format CD-Recordable media.

Charges: Charges are based on indexing and a per image cost.

Digital Archiving

Digital archiving converts scanned images to archival microfilm for permanent storage. Input file format should conform to TIFF Group IV single page specifications and can be sent to the Texas State Library using CD-ROM or portable hard drive. Output format is archival 16mm silver halide microfilm.

Charges: The charge per image for digital archive microfilming will be quoted after determining client requirements and specifications.

Source Document Microfilming

Imaging Services films documents on planetary and rotary cameras using 16mm and 35mm silver halide film.

Capabilities:

• Rotary, planetary, and step-and-repeat microfilming
• 16mm, 35mm, 105mm silver halide film
• Micropublishing A variety of reduction ratios
• Proper exposure controls to accommodate colored documents
• Book cradles for bound and/or brittle documents
• Step test analysis
• Targeting Automatic indexing (coding, blipping)
• Microfilm container labeling and indexing

Charges: The charge per image for source document microfilming on planetary or rotary cameras will be quoted after determining client requirements and specifications and, in some cases, after test filming a sample of the documents to better evaluate format and client needs.

The charge per image always includes film processing; quality control editing according to client requirements; methylene blue testing; proper targeting and certification; density and resolution readings; and computer-generated container labels and transmittal forms that provide the records series title, roll number, and beginning and ending contents of each roll

Document Preparation

Services include:

• Arranging documents in the proper sequence
• Creating targets and inserting flash cards
• Stamping or coding documents
• Separating documents from binders
• Purging documents from files which are not to be filmed
• Repairing torn or ruffled documents
• Removing pins, fasteners, staples, paper clips

Charges: Document preparation is provided to agencies on a limited basis. The charge for this service is based on an hourly cost and depends on project complexity and time requirements.

Microfilm Processing (Developing)

All silver halide microfilm created or received by SLRM for processing and duplication is processed on site using the service bureau's microfilm processors. The processors are tested weekly for archival standards (Methylene Blue Test) and are verified monthly by an independent laboratory. Control strips are attached at the beginning and end of each processing run to ensure that all processing equipment is operating within standards. Density readings are taken and recorded on each original and duplicate roll of silver halide film, and editing services are performed to detect processing and/or duplication errors, microfilm camera operator errors, or equipment malfunctions. Image-by-image editing is required for original microfilm produced by SLRM.

Charges: For clients producing their own microfilm, the charge is quoted on a per-roll basis. Processing charges for microfilm produced by SLRM are quoted as part of the per-image microfilming rate. Charges will vary depending on the film size, length, storage container, testing and editing requirements.

Microfilm Duplication

Services available for:

• 16mm, 35mm, 105mm silver halide roll microfilm
• 16mm, 35mm diazo roll microfilm
• Microfiche and microfiche jackets

Charges: Charges for duplicating film are based on a per-roll or per-fiche basis and on the type of duplication film requested.

Microfilm Jacket Loading

This service is provided for records that must be periodically updated. Roll microfilm is created, then cut and loaded into jackets. When new documents are created, they are filmed and loaded into their respective jackets.

Charges: The charge for this service is quoted on a per jacket basis and is available only for microfilm created by SLRM.

Microfiche Creation and Duplication

Diazo microfiche duplication services are available for producing copies from microfilm jackets or silver halide microfiche.

Charges: The charge for this service is quoted on a per fiche basis and will vary depending on the number of copies, editing requirements and indexing requirements.

Quality Control Editing

Editing services are performed on a light-box, microfilm reader, or microfiche reader and conform to all state standards. All film created and/or processed by SLRM is edited for quality. The charge for this service is included as part of the per image rate for microfilm created by SLRM or as a part of the processing charge for microfilm sent to SLRM. Editing requirements vary depending on the individual job specifications.

Methylene Blue Testing

This test measures the amount of residual thiosulphate remaining on the film after processing and is used to ensure the archival longevity of permanent records on film. The test must be performed within 10 days of film processing. A certificate of the test results is provided as part of the procedure. NOTE: Rolls of film sent to SLRM for processing receive Methylene Blue Testing at no cost (see Processing and Duplicating).

Resolution and Density Testing

This service is available on request for agencies that create their own microfilm. All microfilm cameras in operation at SLRM are tested and adjusted for optimum camera resolution at the beginning of a job, whenever the camera is moved, and whenever editing staff detect resolution problems in film quality. This charge includes reading and reporting the results of the test film supplied by the client. There is no charge for this test on microfilm produced by SLRM.

Expungements

This service is provided to alter or delete information from a roll of microfilm when required by Court Order. The procedure conforms to ANSI/AIIM Standard MS42-1989 and typically requires microfilming, targeting, processing, cutting, splicing, editing, and relabeling. Additional charges may apply if duplication of the original roll is required.

For Information

Services are performed under interagency agreements with governmental entities. Analyst staff will review your needs and advise you on the most appropriate and cost-effective method of performing the work. Job cost estimates are provided at no obligation to the client. Detailed job specifications are determined prior to contract negotiation. Estimates of the time required to do large jobs can be provided during the job cost estimate phase; however, the actual start date cannot be guaranteed until the time of contract negotiation.

For information on billing, project status, new business and Imaging consultation, please call or write:

Jan Ferrari
Director
State and Local Records Management Division
Texas State Library and Archives Commission
PO Box 12927
Austin, TX 78711-2927
512-421-7200

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