IARA County/Local Records Management - Digital Reformatting with the State Imaging & Microfilm Lab

Good morning County/Local Agencies,

Digital files are steadily becoming the main file format in most county/local government agencies.

However, digital formats are not a stable solution for long-term retention. For files with a 15 year plus retention, the Indiana Archives and Records Administration (IARA) recommends writing a permanent microfilm backup that has a life expectancy of 500 years. Microfilm is a more stable media to store your files long-term and ensures that you are not dependent on one form of media. Additionally, microfilm, when needed, can be converted to a digital format.

Using the SMA 51 Archive Writer, IARA offers a fee-based service that enables government agencies and other patrons to convert scanned images or born digital records to archival microfilm for long-term storage and access. The Archive Writer can convert digital images to 16mm or 35mm microfilm. Letter or legal-size files will be written onto 16mm film with a maximum of 2,500 images per roll. Any larger images (architectural drawings, maps, newspapers, etc.) will be written onto 35mm film with a maximum of 600 images per roll. As for file formats, TIF is preferred, and PDF files are acceptable.

Organize your files by Record Series for the easiest file preparation. Multiple Record Series can be written to the same reel, though this is not ideal for future retrieval. For example, if you have several record series that need written for one month, create a folder called “January 2020,” then make a folder for each record series (i.e. Gen 10-01 Minutes, Gen 10-16 Payroll Records, etc.) with the proper files inside. For more information regarding a file naming system, see attached.

IARA offers this service because microfilm processed in accordance with archival standards is a reliable and sustainable medium that can improve the longevity of digital files. 

Contact the State Imaging and Microfilm Services lab for a consultation, we look forward to discussing your project with you! Email, imaging@iara.in.gov, or call (317) 232-3381.

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Mark your calendar! The Monthly RM Chat for County/Local Agencies for September will take place on:

September 29th at 11 a.m. 

Phone Conference ID: 620 982 83#

AMY CHRISTIANSEN

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

• File Naming Best Practices for Archival Writing.pdf