Producing High Quality Microfilm

Managing Records: Storage & Preservation

Archives Technical Information Series #9
1998. Includes updates and corrections made in August 2005

You can view the complete version of this publication in PDF or an accessible version or by ordering a print copy.

This publication defines technical guidelines for producing high-quality microfilm and raises issues that local and state officials will want to consider before undertaking a micrographics project. The publication contains the following:

Issues to be considered for a proposed microfilm project.
A File Information Form (Appendix A) and accompanying instructions (Appendix B). The information recorded on the form can be used to analyze potential record series for microfilming and can aid in securing reasonable bids from microfilm vendors.
Four Microfilm Production Guidelines (Appendices C, D, E, F) for producing high-quality microfilm.

These guidelines cannot stand alone as specifications. Governments or agencies need to add the essential information outlined in the introductory paragraphs at the beginning of each guideline. Then a File Information Form (Appendix A) should be completed for each series of records to be microfilmed.

Packaged together, the appropriate microfilm guidelines, the File Information Form(s), and the supplemental requirements added by the government or agency can form a microfilm specification. The specification document provides the essential technical requirements for items, materials, services, and procedures that will determine whether or not the requirements have been met. The specification should be incorporated into standard contractual documents used by governments or agencies for review by legal counsel.

The File Information Form and the four Microfilm Production Guidelines were developed by the Micrographics Committee of the Local Government Records Advisory Council. These representatives from local governments and state agencies donated many hours of their time to address the complex issues involved in drafting microfilm guidelines, and the State Archives would like to thank them for their contributions: Laurie Beecroft (chair), Ulster County Records Manager; Patty Bryce, Deputy Director, Albany County Hall of Records; Glenn Cropsey, Unified Court System; Bebe Moorehead, Records Management Coordinator, Town of Colonie; Amanda Walsh, Shenendehowa Central School District; Seymour Bram, New York City Department of Buildings.

This Technical Information Series publication updates and replaces Producing High-Quality Microfilm, Technical Information Series #9. Additional micrographics publications include Managing Micrographics Projects, Technical Information Series #10 [Replaced by Publication #77], and Introduction to Micrographics, Technical Information Series #11. These publications support the guidelines outlined in this publication. Contact your Regional Advisory Officer or other State Archives staff for additional publications and questions concerning your micrographics projects.