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Microfilm or Digitize: Which is Right for You?

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Brad Houston
Brad Houston

Presentation on reformatting options for active and inactive records. Originally presented at the 2009 Annual Conference of the International Institute of Municipal Clerks, May 20, 2009

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Microform or Digitize: Which is Right For You? Brad Houston Records Manager, University of Wisconsin-Milwaukee
Reformatting ,[object Object],[object Object],[object Object]
Why reformat your records? ,[object Object],[object Object],[object Object],[object Object]
Goals of this presentation ,[object Object],[object Object],[object Object],[object Object]
PART I: GENERAL CONSIDERATIONS ,[object Object],[object Object],[object Object]
Before you start reformatting… ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
How are these records used? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
What are the startup costs? ,[object Object],[object Object],[object Object],[object Object],[object Object]
What are the maintenance costs? ,[object Object],[object Object],[object Object],[object Object],[object Object]
What are the security implications? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
What are the legal implications? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Should I reformat at all? ,[object Object],[object Object],[object Object],[object Object]
PART II: MICROFILM AND MICROFICHE ,[object Object]
The least you need to know: Microfilm ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
First steps: Needs planning ,[object Object],[object Object],[object Object],[object Object],[object Object]
Film Selection: Physical Medium ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Film Selection: Format ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Initial Outlay: Equipment ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Planetary microfilm camera
Initial Outlay: Document Prep ,[object Object],[object Object],[object Object],[object Object]
Reduction Parameters ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Quality Control ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Systems Maintenance ,[object Object],[object Object],[object Object],[object Object]
Environmental/Security ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Access concerns ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Legal Issues and Records Retention ,[object Object],[object Object],[object Object]
Final Verdict: ,[object Object]
PART III: DIGITIZATION ,[object Object]
The Least You Need to Know: Digitization ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Digitization is NOT a panacea! ,[object Object],[object Object],[object Object],[object Object],[object Object]
Needs Planning: Digitization ,[object Object],[object Object],[object Object],[object Object],[object Object]
Initial Outlay: Hardware ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Digital Storage Media ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Initial Outlay: Software ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Content Management Systems ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Content Management, Records Management ,[object Object],[object Object],[object Object],[object Object],[object Object]
DoD 5015.2 RM standard ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Imaging Parameters ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
PPI/Resolution ,[object Object],[object Object],Document Type PPI (master) PPI (access) Text 400 150 Photographs 400-800 200-300 Maps 600 (400 if oversized) 150-300 Graphics (including arch. Drawings) 600-800 200-400
Capture Mode/Bit Depth ,[object Object],[object Object],Document Type Capture Mode Bit Depth Text Bitonal 1 bit B/W photos/drawings Grayscale 8 bit Color photos/drawings RGB 24-48 bit (access v. master) Maps Grayscale/RGB 24-48 bit (access v. master)
File Format/Compression ,[object Object],[object Object],[object Object],Document Type File Format (Preservation) File Format (Access) Text TIFF or PDF/A JPEG or PDF Photographs TIFF or JPEG 2000 JPEG Graphics TIFF or JPEG 2000 JPEG Maps TIFF or JPEG 2000 JPEG
What’s in a name? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Quality Control: Physical Aspects ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Quality Control: Content Aspects ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Systems Maintenance ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Access to Digitized Records ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Preservation Concerns ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Preservation Solutions? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Information Security ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Digitization Legal Issues ,[object Object],[object Object],[object Object],[object Object],[object Object]
Legal Issues: Responses ,[object Object],[object Object],[object Object],[object Object],[object Object]
Final Verdict ,[object Object]
PART IV: CONCLUSION ,[object Object]
In Summary: ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Scenarios: Office A ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Scenarios: Office B ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Scenarios: Office C ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Scenarios: Office D ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]

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