The Imaging Unit of the Collections Management Branch is responsible for providing various records management services to government agencies in North Carolina according to provisions of General Statutes 121 and 132. Services provided include:
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| Size comparison between a cubic foot-sized box and a box of microfilm. |
The Imaging Unit operates a number of traditional microfilm cameras, scanners, and hybrid film/scanners to accommodate imaging services for public records. In addition, the unit utilizes a Kodak Document Archive Writer (DAW) to convert digital images created in-house or by a governmental agency to microfilm for permanent storage. For additional information on the services and capabilities of the Imaging Unit, please contact the unit supervisor, Gina Fry at gina.fry@ncdcr.gov or (919) 807-7333.
Some services are provided to agencies at no charge. Those services include consultation on micrographics and imaging programs, security vault storage, and quality control testing on film sent for security storage. Imaging services, along with microfilm processing and duplication, are available at a minimal cost. A complete fee schedule is available
Micrographics and Imaging Guidelines
Preparation of the minute books is the responsibility of the custodian and must be completed before the records are delivered to the Collections Management Branch for filming.
To make an appointment to have your original minute books imaged contact Tammy James, (919) 807-7334.
Any records not meeting these requirements will be returned. The Collections Management Branch cannot provide microfilming services in a timely manner if there are delays as a result of improper preparation.
Agencies should contact Tammy James in the Collections Management Branch at (919) 807-7334 to schedule their imaging project as far in advance as possible. When scheduling its records for imaging, the agency agrees to complete all records preparation prior to the project's tentative start date. If this commitment is not made, the records will not be scheduled. Scheduling is done on a first-come, first-serve basis.
Preparation of records for imaging is the responsibility of the agency and should be completed before the records are brought to Raleigh. Before sending records to Raleigh for imaging, each agency should make sure that all appropriate records have been purged and are properly prepared for imaging following requirements listed below.
Any records not meeting these requirements will be returned promptly.
It is the responsibility of the agency to transfer their records to Raleigh once they have been notified that the Collections Management Branch is ready to begin their project. No records should be transferred prior to receiving this notification.
Preparation of records is the responsibility of the custodian and must be completed before the records are delivered to the Collections Management Branch. Boxes for transferring records are available for purchase by contacting the State Records Center Office at (919) 807-7370.
Any records not meeting these requirements will be returned promptly. The Collections Management Branch cannot provide services in a timely manner without the above guidelines being followed.
If you have any questions regarding these requirements, please contact Tammy James, at (919) 807-7334.
Destruction of original records after imaging incurs a small additional charge:
"Destruction Charges
In September, 2002, the State Records Center (SRC) began contracting with a vendor for the destruction of inactive government records. The fee for recyclable records (shreddable / paper) is 25 cents per cubic foot, and for non-recyclable records (non-shreddable, non-paper) the fee may be more. The contract is reviewed annually, and those fees are subject to change. The vendor will send invoices directly to the appropriate agency, based on the following information (provided to them by the SRC): name of the custodial office, cubic footage removed from storage to be destroyed, name and address of person to whom the invoice should be sent."
See the State Records Center Handbook (pdf) for more information.
Last Modified: 09/09/2008
Questions and comments to ITBranch@ncdcr.gov
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