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IARA County/Local Records Management - SIML and Analog Microfilm

Indiana Archives and Records Administration sent this bulletin at 09/13/2021 09:05 AM EDT

County/Local Records Management
402 W. Washington St. Rm W472
Indianapolis, IN 46204
e: cty@iara.in.gov | ph: 317-232-3380

Greetings County/Local Agencies,

Though seemingly outdated, microfilm is one of the most cost effective, sustainable, reliable, and standardized storage media available.

The Indiana Archives and Records Administration (IARA) continues to recommend microfilm as a trusted medium for long-term preservation of permanent and critical records. It has a long life expectancy, minimal storage costs, can be converted to a digital format, and is recommended as a long-term storage solution by both the Library of Congress and the National Archives and Records Administration.

The State Imaging & Microfilm Lab (SIML) can convert records to microfilm for your agency. Documents are captured on 16mm or 35mm film, depending on physical dimensions. Microfilming can also reduce 90 cubic feet of printed materials to 1 cubic feet of microfilm, significantly eliminating expansive paper storage within limited office spaces. Some examples of records we can film are: newspapers, legal & record books, board meeting minutes, judicial records, vital records, and many more. Contact imaging@iara.in.gov if you have questions about a specific type of record.

For legal sized documents, the minimum number of images is 1250 and the cost is $0.03/image. Anything larger than legal sized has a minimum of 250 images and is $0.205/image. The lab will microfilm the records and duplicate that roll for your agency. A copy of the microfilm can be sent to the Archives for permanent storage, at no cost, once a completed Microfilm Transmittal and Receipt form is obtained and another duplicate sent to you. Duplicate rolls, depending on size and type, can range from $11/roll to $32/roll. More pricing is available on our Request for Services form.

In the next bulletin from the State Imaging & Microfilm Services Lab on September 27th, we’ll discuss how to get your digital files backed up on microfilm, so stay tuned!

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The last days of summer are upon us!

AMY CHRISTIANSEN JANICKI

Records Management Liaison

Indiana Archives and Records Administration

o: 812-929-3882

e: achristiansenjanicki@iara.in.gov |

w: www.in.gov/iara

a: 402 W Washington St, Room W472, Indianapolis, IN 46204

This message was sent to you because you are the Secretary of your county Commission of Public Records (County Clerk or Recorder), or you are a county/local records custodian who has requested to be added to this list. If you no longer wish to receive these messages, please let us know at cty@iara.in.gov, and we'll remove you from our distribution list.