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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

BusinessTechnologie
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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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Microfilm or Digitize: Which is Right for You?

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