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Imaging Unit

Introduction

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:

Box of records beside a box of microfilm
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

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Preparing Minutes for Imaging
(particularly for county and municipal governments)

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.

Original Minute Books

  1. All originals must be in the order that they are to be imaged. All minutes will be filmed in the exact order received. (chronological order)
  2. All staples, post-it notes, and paper clips must be removed and all documents taped together must be separated. This includes attachments to the minutes.
  3. Unfold all documents. Smooth out corner folds.
  4. Repair torn documents with transparent tape.
  5. All various size documents should be arranged so that the bottom edge of each page will evenly aligned.
  6. Make sure the minutes are signed in all designated areas.
  7. You must make an appointment before bringing you original minute books to Raleigh for imaging.
  8. We will image only completed volumes. Partially filled books will not be imaged.
  9. After your minute books have been imaged, please do not alter these books. Any modification of the original minute books after imaging will invalidate the copy.

To make an appointment to have your original minute books imaged contact Tammy James, (919) 807-7334.

Photocopies of Minute Books

  1. All photocopies must be in the order that they are to be imaged. The photocopies should reflect the order of your minute books. All minutes will be imaged in the exact order received. (Specify reverse date order)
  2. All photocopies sent in for imaging should be on the same size paper.
  3. Do not fold copies or submit double-sided copies.
  4. All staples, post-it notes, and paper clips must be removed and all documents taped together must be separated. This includes attachments to the minutes.
  5. Make sure the minutes are signed.
  6. You may prepare and send copies of minutes whenever it is convenient for your office (example: monthly, quarterly, or yearly).
  7. Complete a Certification of the Preparation of Records for Microfilming form (PDF format or MS Word format) with each shipment sent to Archives and History for filming. Acknowledge the beginning and end of volumes.
  8. Photocopies should be packaged to prevent pages from being damaged during shipment.
  9. If you want the Imaging Unit to acknowledge receipt of paper copies of minutes, please send a cover letter and a self-addressed stamped envelope with the minutes. The cover letter should include the following essential information: Title of Minutes, Volume Number, Page Numbers, and Inclusive Dates.
  10. Photocopies may be mailed to:
    Government Records Branch
    State Records Center
    4615 Mail Service Center
    Raleigh, NC 27699-4615

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.

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Imaging of Adoption Records

Scheduling

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 Adoption Records

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.

  1. All records should be packed in sturdy, cubic-foot sized boxes.
  2. Folders should be placed in alphabetical order by last name. Records will be imaged in the exact order received. The index to the microfilm reels will show the name on the first folder and the name on the last folder on the reel. If the folders are in correct order, it will be easy to locate a specific folder on film.
  3. Place all records in the appropriate folder. Arrange records within each folder in the exact order for imaging. Provide an index list to show all records being imaged. The listing should be in the same order as the folders appear in each box.
  4. Remove all staples and paper clips from the documents.
  5. Remove and destroy any duplicate documents.
  6. Unfold all documents. Smooth out corner folds.
  7. Repair torn documents with transparent tape.
  8. Place folders in boxes. DO NOT pack boxes too tightly.
  9. Number the boxes consecutively to show box sequence.

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.

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Preparing All Other Documents for Imaging

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.

  1. All records must be placed in the order that they are to be imaged (alphabetical, numerical, chronological, etc.). Records will be imaged in the exact order received.
  2. All staples and paper clips must be removed and all documents taped together must be separated.
  3. Unfold all documents. Smooth out corner folds.
  4. Repair torn documents with transparent tape.
  5. Place all records in the appropriate folder. Arrange records within each folder in the exact order for imaging and preliminary targets should be made if needed.
  6. All variously sized documents should be arranged so that the bottom edge of each page will be evenly aligned.
  7. Place folders in boxes. DO NOT pack too tightly.
  8. Label each box according to the labels provided.

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.

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Destruction of Original Records after Imaging

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.

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Last Modified: 09/09/2008
Questions and comments to ITBranch@ncdcr.gov


Copyright © 2004 North Carolina Office of Archives and History. All rights reserved.