Microfilming… leaving your legacy to the future

1. Microfilming…leaving your legacy to the future • “It is up to us to live up to the legacy that was left for us, and to leave a legacy that is worthy of our children and of future generations.” • Christine Gregoire, Former Governor of Washington State Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

2. Purpose of this talk… • Importance of creating microfilm • Retention of permanent records • Guidelines to follow & Where to find them • What are some of the processes in creating microfilm • Who are our partners? Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

3. Role of Vendors in the Security Roll Process • Meet state requirements for security rolls. ANSI & AIIM reference. • Provide affordable products to meet county needs. • Aid in the proper construction of rolls or other film media. • Support County needs, advice on issues relating to film. • Quick review of microfilm products Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

4. Typesof Microfilm Products • 35mm Microfilm • 16mm Microfilm – Duplex • 16mm Microfilm – Simplex • Aperture Card • 16mm Microfiche • 35mm Microfiche • 16mm Microfiche Jacket • Com Microfiche • 105mm negative Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

5. Targets & Certifications • Vendor has a proper target series or your software application adds targets automatically. • Hybrid Systems (OAR 166-025-0022) – Each roll must have: • Beginning Target - 24” of processed leader, one blank white sheet, ANSI/AIIM Scanner Test Chart #2, title sheet denoting series title, roll number, agency name, reduction ration and DPI • Ending Target – Certificate of Legality and Authenticity (name of agency, series title, dates of filming, name and signature of scanner operator, and date signed, and one blank sheet of paper and 24” of processed trailer. Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

6. Targets …Why? • Flash target (blank sheet) provides a benchmark for resolving the density (light/dark information). • ANSI/AIIM Scanner test chart provides proof that your scanner is set and operating at the required resolutions. • Resolution target; most are digitally generated to the film and provides definitive resolution (sharpness) of the film creation tool. We use a microscope to read this. • Title Sheet provides detailed information about the roll contents and creation info which helps your vendor? • Another flash target to confirm consistency across the entire roll. Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

7. Security Rolls (16 mm) • Accurate and true record of documents in order by county nomenclature. • Provide a means of disposal of paper copies and a proven method of retrieval. • Created on Silver Halide Microfilm rolls. • May be stored locally or centrally (State Archives) under controlled conditions. • Follow OAR rules for minimum standards of film creation and film life. Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

8. Microfilm Standards • Understanding Microfilming Standards • Who sets our standards? • Oregon State Archives • ARMA – Association of Records Managers & Administrators • AIIM – Association for Information & Image Management • ANSI – American National Standards Institute • ISO – International Organization for Standardization Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

9. Key Oregon Administrative Rules • Essential Records Systems, Identification and Storage OAR 166-020-0045 • Agencies shall comply with the following storage requirements for security copies of essential electronic records systems: • Off-site storage conditions shall have temperatures no less than 60 degrees or greater than 80 degrees Fahrenheit, and shall have a relative humidity no greater than 50 percent. • Off-site storage shall be in secure facilities with fire suppression systems. Facilities must provide adequate ventilation and protection against insect and mold infestation. No essential records systems shall be stored where heat or moisture can damage them. Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

10. Key Oregon Administrative Rules (cont.) • Digitization Standards OAR 166-017-0035 • Documents containing fonts ten-point or larger, and containing no signatures, must be scanned at a minimum density of 200 DPI (dots per inch), when converting paper or microfilm records to electronic records. • Documents containing fonts smaller than ten-point, signatures, architectural and engineering drawings, maps and line art must be scanned at a minimum density of 300 DPI. • Scanners must be monitored for quality control. Documentation describing each inspection must be maintained for each digital imaging system and must include the date of inspection, name of inspector(s), group of documents inspected, and sample size (if applicable). Policies and procedures must conform to ANSI/AIIM MS44-R1993 standards Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

11. Before You Construct Your Microfilm Roll • Has there been enough elapsed time for issues to “settle”? • Have any missing records arrived and integrated with the database? • Have you given enough time for the records to be reviewed and issues identified? • Do you have enough images to make blocks of full microfilm rolls? • Are there confidentiality issues or restricted documents? Are you using placeholders? Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

12. Protection of the Confidentiality, Restricted Documents – Microfilm Solutions • ORS 192.502 • Certain public records are exempt from disclosure under ORS 192.410 (Definitions for ORS 192.410 to 192.505) to 192.505 (Exempt and nonexempt public record to be separated). • Solutions for this issue are: • Sequester restricted records to a separate special roll. • Include records in roll export and restrict access to rolls. • Add restricted records to end of master roll and truncate duplicate roll for access by the public. Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

13. Microfilm - Best Practices • Electronic Records Management Systems (ERMS)- OAR 166-017-0025 • If an agency purchases an Electronic Records Management System (ERMS) to manage electronic records, the system must be certified as conforming to DoD 5015.2-STD, "Design Criteria Standard for Electronic Records Management Applications, Version 2 or 3. Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

14. Microfilm Tracking Best Practices (cont.) • Date of creation & reel number • Beginning and ending numbers and dates • Does film contain confidential or restricted records? • Track stages • Date film is created & sent to vendor • Date film received from vendor • Date sent to offsite storage facility • Identify offsite location information Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

15. Vendor’s Role in Microfilm Processing • Vendors acknowledge submission via FTP/HTTP/CD/Email • Check the rolls using both manual review and software • Add appropriate target (AW Resolution) etc. • Send the roll to QC (quality control) another tech review • Present virtual roll to the County to approve (if part of process) • Create film, then inspect for film issues by Lab tech • Polysulfide treat the film rolls for protection • Move rolls to Quality Control and labeling Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

16. Vendor’s Role in Microfilm Processing • Quality Control / Film Processes lab checks for compliance to State standards • Density is checked and recorded at 5 points on the start and end targets • AW Resolution target is read by microscopic examination and recorded • Series target reviewed for accuracy and compliance • Roll is labeled per client specifics • Micrographics report issued (if requested) • Duplicates created (if requested) Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

17. Vendor’s Role in Microfilm Processing A few words about Diazo duplicates . . . • Diazo is economical and will last about 30 years. • Diazo is durable and less likely to scratch • Diazo roll copies and diazo microfiche use ammonia as a developing agent. • Diazo media may outgas ammonia that will damage silver films. • Older diazo film may degrade and produce acidic fumes harmful to silver films • Keep Silver films safe in a separate drawer or cabinet from diazo films. Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

18. County’s Inspection of Microfilm • Receipt of Microfilm from Vendor • Update our Records Management Database • Check for Image Quality, Proper Targeting and Labeling Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

19. Offsite Storage of Microfilm • Choosing an offsite storage facility • OAR 166-020-0010(4) - no state agency or local government shall enter into or renew an agreement with any records storage entity that restricts the access or inspection of the Oregon public records by the State Archivist. • Microfilm as Official Copy of Public Record • Security Copies with a required minimum retention is 100 years or longer OAR 166-025-0005 to 0030 • Security Copies inspected for only for 100+ records • Security copies of records with 100+ retention prior to 1999 – Remedial treatment required • Preparing transmittal of security copy to offsite storage • Online approval • Security Copy transmittal form received (via mail) • Shipped offsite Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

20. Vendor’s Final Perspective • What happens to your digital images, after the roll is created? • What about special images (DD-214s, Commissioners’ Journal Records, Death Certificates, etc.) • Common issues with roll submissions, what to watch for… • Errors/corrections/updates how to handle • Is my film safe? • Vinegar Syndrome issues / Acetate rolls (1930-1980) Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon

21. Questions? • “Are we being good anestors?” • Jonas Salk, American Medical Researcher Oregon Association of County Clerks | 2017 Annual Conference | Bend Oregon