IARA County/Local Records Management - Imaging and Microfilm Services
Indiana Archives and Records Administration sent this bulletin at 09/28/2020 09:05 AM EDT
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Good morning Clerks and staff,
Microfilming some of your records can help you abide by the retention schedules, create physical space in your office, and keep your records pursuant to 60 IAC 2 standards. Microfilming is required for some record series, but it is also a viable solution for any permanent record.
Who do you contact about microfilming records? The State Imaging and Microfilm Services Laboratory. They provide cost-effective imaging and microfilming services to state and local government pursuant to standards adopted by the state of Indiana. Visit their website for more information or contact the Lab at 317-232-3381 or imaging@iara.IN.gov. If you would like to see a list of their services, view the 56676 Request for Services form attached.
Note: You may use an outside vendor as long as they abide by the standards outlined in 60 IAC 2/Indiana Rules of Court Administrative Rule 6 to meet storage or access needs of the office. It is advised to consult the Lab before contacting an outside vendor though.
How do you start microfilming records with the Lab? To initiate an imaging project, contact the Lab to discuss your agency needs and fill out the 56676 Request for Services form attached. The Lab will create an agreement and then the records must be prepared for transport. All paper clips, staples, and fasteners must be removed and the records contained in cubic foot records boxes. The files within each box must be placed in proper sequence in order to be microfilmed. Please label the records boxes with a 25186 Carton Label attached (The Lab will charge a fee to do the records preparation for you). Then schedule a day and time to bring the records to 100 N. Senate Ave, Room N055, Indianapolis, IN 46204. Space is limited in the Lab so an appointment ensures there is room for your records.
How do you transfer microfilm to the Archives? If your microfilmed records are scheduled for permanent retention and the record series says TRANSFER to INDIANA ARCHIVES, use and fill out the 52408 Microform Transmittal and Receipt form attached. This form is specific for transferring microfilm ONLY to the Archives. The master roll of film will be transferred to the Archives, while the duplicate roll will remain in your office for use. Before transferring, reach out to Claire Horton, Deputy Director, chorton@iara.in.gov.
As always, please let me know if you have any questions or concerns. Have a great week! October is sneaking up on us.
AMY CHRISTIANSEN JANICKI
Records Management Liaison
Indiana Archives and Records Administration
o: 812-929-3882
e: achristiansenjanicki@iara.in.gov |
a: 402 W Washington St, Room W472, Indianapolis, IN 46204