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MICROFILM <br />Q. Why do you still use microfilm? <br />A. Microfilm is a legally acceptable replacement for original records, as outlined in G.S. §8 -45 and §153A- <br />436. Microfilm can be read with nothing more sophisticated than a magnifying glass. There is no <br />software to keep current. Usually, deterioration in the film itself can be detected by visual inspection. <br />Our office provides a publication, Micrographics: Technical and Legal Procedures, on our website. It <br />explains the four groups of national standards for the production of archival quality microfilm: <br />• manufacture of raw film <br />• filming methods <br />• processing (developing) film <br />• storage methods <br />That publication also provides sample forms, targets, and procedures that you or your vendor can use in <br />producing film of your records. <br />Q. What film services do you provide? <br />A. The State Archives of North Carolina provides microfilming of minutes of major decision - making boards <br />and commissions in a county. Once those records are filmed, we will store the silver original in our <br />security vault. There is a nominal fee for filming and duplicate film. Contact the Records Management <br />Analyst assigned to your county for the most current information. <br />Q. How do I get my minutes filmed? <br />A. We have two processes to film minutes. First, you can send photocopies of your approved minutes to us <br />in the mail. Simply include a copy of the "Certification of the Preparation of Minutes for Microfilming" <br />form (available online at the State Archives of North Carolina website) with each shipment. For more <br />detailed instructions, contact the Records Management Analyst assigned to your county. <br />Alternatively, you can bring us your original books. We will film them and return them to you. This <br />process is most useful when you have more minutes to film than you are willing to photocopy. It is <br />important to remember that a representative of your office or ours must transport the original books in <br />person so that the custody of the records is maintained. You should not mail or ship your original <br />minutes. Call the analyst assigned to your county to make arrangements for an appointment for your <br />books to be filmed. We will make every effort to expedite the filming so that your books will be returned <br />to you as quickly as possible. <br />Q. What if I need my books while they're being filmed? <br />A. Call the Raleigh Office at (919) 807 -7350, and ask for the Records Management Analyst in charge of <br />minutes. <br />Q. Can I send you my minutes electronically? <br />A. Not at this time. We require originals or photocopies of the approved minutes, complete with signatures. <br />We are currently working on standards and procedures for an electronic transfer system for minutes. <br />Please contact the Records Management Analyst in charge of minutes microfilming for more information. <br />Q. I have some old minutes that aren't signed. Can they still be filmed? <br />A. If the only copy you have available is unsigned, and you use it as the official copy, we will film it. <br />X <br />Attachment number 1 <br />F -9 Page 98 <br />