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MICROFILM Q. Why do you still use microfilm? A. Microfilm is a legally acceptable replacement for original records, as outlined in G.S. ~8-45 and ~153A-436. Our office provides a publication, Micrographics: Technical and Legal Procedures, on our website. It explains the four groups of national standards for the production of archival quality microfilm: • manufacture of raw film; • filming methods; • processing (developing) film; • storage methods. That publication also provides sample forms, targets, and procedures that you or your vendor can use in producing film of your records. Microfilm can be read with nothing more sophisticated than a magnifying glass. There is no software to keep current. Usually, deterioration in the film itself can be detected by visual inspection. Q. What film services do you provide? A. The Department of Cultural Resources provides microfilming of minutes of major decision-making boards and commissions in a county. Once those records are filmed, we will store the silver original in our security vault. There is a nominal fee for filming and duplicate film. Contact the analyst assigned to your county for costs and procedures. There is no fee for storage. Q, How do I get my minutes Filmed? A. We have two processes to film minutes. First, you can send photocopies of your approved minutes to us in the mail. Simply include a copy of the "Certification of the Preparation of Minutes forMzcrofilnsing" form (available online at http://www.ah.dcrstate.nc.us/records/micro.htm#minutes) with each shipment. For more detailed instructions, contact the analyst assigned to your county. Alternatively, you can bring us your original books. We will film them and return them to you. This process is most useful when you have more minutes to film than you are willing to photocopy. It is important to remember that a representative of your office or ours must transport the original books in person so that the custody of the records is maintained. You should not mail or ship your original minutes. Call the analyst assigned to your county to make arrangements for an appointment for your books to be filmed. We will make every effort to expedite the filming so that your books will be returned to you as quickly as possible. Q. What if I need my books while they're being filmed? A. Just call the Raleigh Office at (919) 807-7350, and ask for the analyst in charge of minutes. Q. Can I email you my minutes? A. Not at this ume. We require photocopies of the approved minutes, complete with signatures. Q. I have some old minutes that aren't signed. Can they still be filmed? A. If the only copy you have available is unsigned, and you use it as the official copy, we will film it. Q. What if my books are destroyed after they have been filmed? A. Call the analyst assigned to your county, who will help you make arrangements to purchase copies of the microfilm from our office. You can then send those reels to a vendor, who can either make new printed books, or scan the film to create a digital copy. v~v Attachment number 1 F-12 Page 249 of 627