Records Conversion & Redaction With Food Final Print

Records Conversion & Redaction Services November 28, 2006 2006 Hart InterCivic, Inc. 

Agenda ,[object Object],[object Object],[object Object],[object Object],2006 Hart InterCivic, Inc. 

Meeting Objectives ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]

Conversion Services Placeholder Beginning of Nation’s history until 1905 (all paper) 1905 1930 1980 2006 Photostats Acetate Microfilm Polyester Film Document Imaging Systems

Conversion Services ,[object Object],[object Object],[object Object],[object Object]

Technical Overview Document Conversion ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]

Conversion Services Government records are our target! County Clerk Tax Assessor Collector Municipal Courts District Clerk Sheriff’s Office

Government Records What prompts the government to request conversion? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]

Government Records ,[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]

Microfilm Conversion Records Preservation & Conservation Microfilm Library Management Indexing Microfilm Production Paper Document Conversion Conversion Services

Paper Document Conversion ,[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]

Paper to Digital Image Source Document Type (Cost Driver) ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Map Cabinets Hanging Maps Cabinets ,[object Object],[object Object],[object Object],[object Object],Loose Paper Records in files and cabinets ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Sewn/Glued Books ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Mechanical Binders Image Issues (Cost Drivers) Document Types Description

Paper to Digital Image Special Document Type (Cost Driver) The legacy of Sanborn maps: "Stated simply, the Sanborn maps survive as a guide to American urbanization that is unrivaled by other cartography and, for that matter, by few documentary resources of any kind." They are a highly useful resource for historical research, planning, preservation, genealogical research, sociological studies and research of urban geography. Kim Keister - Author Originally created for assessing fire insurance liability in urbanized areas in the United States. The maps include detailed information regarding town and building information in approximately 12,000 U.S. towns and cities from 1867 to 1970. ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Sanborn Maps Image Issues (Cost Drivers) Attributes Description

Paper to Digital Image Special Document Type (Cost Driver) ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Many older land records are photostat images bound in both sewn binders and mechanical binders. These can be Deed and Mortgage records, Lien Books, Road Books, Index Books and other. Photostats Image Issues (Cost Drivers) Attributes Description

Paper to Digital Image Special Document Type (Cost Driver) Extra Border Certificate Stamps Seals Signatures

Paper to Digital Image Special Document Type (Cost Driver) Bleed Through

Paper to Digital Image Digital Scanners ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Max scan size is 12” x 30” ADF Scanner ,[object Object],[object Object],[object Object],Max scan width is 54” Wide Format Scanner ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Max scan area is 12” x 18” Flat Bed Scanner ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Max scan area is 23.39” X 33.11”. Color and grayscale at 200, 400 and 600 dpi Face-Up Book Scanner ,[object Object],[object Object],[object Object],[object Object]

Paper to Digital Image Process Step 1: Source Documents Step 2: Convert to Digital Step 3: Index Images Step 4: Data Load Paper Documents Potential Redaction Services Here

Paper to Digital Image Process Step 1: Source Documents Step 2: Convert to Digital Step 3: Index Images Step 4: Data Load Paper source documents are converted to digital images using industry leading technology. Potential Redaction Services Here

Paper to Digital Image Process Step 1: Source Documents Step 2: Convert to Digital Step 3: Index Images Step 4: Data Load Images are manually indexed by data entry personnel (abstracting). Potential Redaction Services Here

Paper to Digital Image Process Step 1: Source Documents Step 2: Convert to Digital Step 3: Index Images Step 4: Data Load Images & Indexes are ready for loading into the select recording system or document management system e.g. Hart’s A2. Potential Redaction Services Here

Microfilm Conversion ,[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]

Microfilm Conversion Types of Microfilm Open Reel Roll Film 16mm 100 ft 215 ft 35mm 100 ft Acetate Polyester M-Style Cartridge ANSI Cartridge 3M Cartridge 16mm Aperture Cards 35mm Hollerith Code Microfiche Jacketed Fiche COM Fiche

Microfilm Conversion ,[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],[object Object],Use Archive or Print Master for Conversion projects

Microfilm Conversion Microfilm Film Bases (Cost Driver) ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],To determine Acetate – Hold a wound roll of film up to the light and examine the side of the roll. If it is opaque (light does not pass through), the film is likely acetate. Unwind several inches of film. Acetate film tends to curl . Also, If you are still indecisive on the nature of the film, try to tear a small section of the film. If it tears easily, then it is acetate.

Microfilm Conversion Open Reel or Roll Film ,[object Object],Same as 16mm open reel Cartridge protects the roll of film from dust and scratching. Allows the microfilm to be used in sophisticated automatic loading readers and reader/printers ANSI / M-Style Cartridge ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],100’ – Hold up to 1,000 images Typically used for filming drawings, maps and plans Common in Land Records 35mm Open Reel ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],- 100’ will hold up to 2500 8 ½” x 11” images @ 24x reduction - 215’ will hold up to 5000 8 ½” x 11” images @ 24x reduction 16mm Open Reel Issues (Cost Drivers) Attributes Description

Microfilm Conversion Aperture Cards and Microfiche ,[object Object],[object Object],[object Object],[object Object],Film insert is 35mm film cut from a roll of microfilm. A card with a rectangular hole or holes specifically designed to hold a frame or frames of microfilm. Often used to store frequently accessed large format documents such as building plans, plats or maps Aperture Cards ,[object Object],[object Object],[object Object],[object Object],[object Object],16mm or 35mm film strips that are sleeved in polyester jackets containing three to eight sleeves. Jacketed Fiche ,[object Object],[object Object],[object Object],Computer Output Microfilm . Microfilm produced directly from a computer file to microfilm. COM produces high quality microfilm, often in microfiche format. Precisely positioned and have consistent quality 7 rows of 14 images on a sheet of film about 4 by 6 inches COM Fiche Issues (Cost Drivers) Attributes Description

Microfilm to Digital Image Digital Scanners ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Microfiche Scanner ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Aperture Card Scanner ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Film Scanner Image Attributes Scan Specifications Description

Microfilm to Digital Image ,[object Object],[object Object],[object Object],[object Object],Special Document Type (Cost Driver)

Microfilm to Digital Image Special Document Type (Cost Driver) Extra Border Certificate Stamps Seals Signatures

Microfilm to Digital Image Special Document Type (Cost Driver) Bleed Through

Microfilm to Digital Image Image Cropping (Cost Driver) ,[object Object]

Microfilm to Digital Image Image Cropping (Cost Driver) ,[object Object],[object Object]

Microfilm to Digital Image Image Cropping (Cost Driver) ,[object Object],[object Object],[object Object],150k x 10,000,000 images = 1.40 terabytes 27k x 10,000,000 images = 0.251 terabytes

Microfilm Conversion Process Step 1: Source Documents Step 2: Convert to Digital Step 3: Index Images Step 4: Data Load Microfilm Potential Redaction Services Here

Microfilm Conversion Process Step 1: Source Documents Step 2: Convert to Digital Step 3: Index Images Step 4: Data Load Film source images are converted to digital images using industry leading technology. Potential Redaction Services Here

Microfilm Conversion Process Step 1: Source Documents Step 2: Convert to Digital Step 3: Index Images Step 4: Data Load Images are manually indexed by data entry personnel (abstracting). Potential Redaction Services Here

Microfilm Conversion Process Step 1: Source Documents Step 2: Convert to Digital Step 3: Index Images Step 4: Data Load Images & Indexes are ready for loading into the select recording system or document management system e.g. Hart’s A2. Potential Redaction Services Here

Microfilm Production ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]

Microfilm Production from Paper Microfilm Cameras ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Planetary Camera Filmer ,[object Object],[object Object],[object Object],[object Object],[object Object],Rotary Camera Filmer Image Attributes Scan Specifications Description

Microfilm Production from Digital Image Archive Writer ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Archive Writer Image Attributes Specifications Description

Microfilm Production Open Reel or Roll Film ,[object Object],[object Object],Same as 16mm open reel Cartridge protects the roll of film from dust and scratching. Allows the microfilm to be used in sophisticated automatic loading readers and reader/printers ANSI / M-Style Cartridge ,[object Object],100’ – Hold up to 1,000 images Typically used for filming drawings, maps and plans Common in Land Records 35mm Open Reel ,[object Object],[object Object],- 100’ will hold up to 2500 8 ½” x 11” images @ 24x reduction - 215’ will hold up to 5000 8 ½” x 11” images @ 24x reduction 16mm Open Reel Camera Source Attributes Description

Digital Image to Microfilm Process Step 1: Existing & Created TIFF Images Step 2: Film Writing Step 4: Film Storage Step 3: Film Processing The counties pre-existing TIFF images are delivered via FTP or DVD, CD media to film writer.

Digital Image to Microfilm Process Step 1: Existing & Created TIFF Images Step 2: Film Writing Step 4: Film Storage Step 3: Film Processing Paper source documents are scanned to create TIFF images.

Digital Image to Microfilm Process Step 1: Existing & Created TIFF Images Step 2: Film Writing Step 4: Film Storage Step 3: Film Processing TIFF images conversion is compliant with all legally mandated archival procedures using the Kodak Archive Writer.

Digital Image to Microfilm Process Step 1: Existing & Created TIFF Images Step 2: Film Writing Step 4: Film Storage Step 3: Film Processing Certified Kodak Microfilm Lab meets or exceeds all ANSI Standards set for microfilm production and archiving.

Digital Image to Microfilm Process Step 1: Existing & Created TIFF Images Step 2: Film Writing Step 4: Film Storage Step 3: Film Processing Microfilm is managed in a Texas Library & ANSI compliant, secure, storage vault.

Indexing Indexing (Cost Driver) ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]

List Pricing - Indexing ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Avg. = 15 keystrokes Legal Description $439,999.92 or $0 .24 per record 109,999,980 keystrokes @ .0040 per keystroke @ 1,833,333 Avg. = 60 keystrokes per record Total Estimated keystrokes per record Avg. = 3 keystrokes Page Avg. = 3 keystrokes Book Avg. = 9 keystrokes Document Type Avg. = 15 keystrokes Grantee Avg. = 15 keystrokes Grantor

Microfilm Library Management ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]

Microfilm Library Management ,[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],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],vs.

Microfilm Library Management ANSI/AIIM Compliant Vault Storage ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]

Microfilm Library Management ,[object Object],[object Object],[object Object],[object Object],Microfilm Density Specs Maximum variation within any frame should be .015 Dmin-less than 0.15 Service Copy .09 1.25 Print Master Dmin-not higher than 0.10 Master Negative Minimum Density Dmin Maximum Density Dmax Generation

Microfilm Library Management Process 1. Film Inventory 2. Secure Transport 3. Inventory Reconciliation 4. Film Review 5. Microfilm Library Report 6. Services 7. Secure Storage All Film is inventoried and prepared for shipping Shipping done by Hart Certified Transport or FedEx “White Glove Service” Upon receipt, film is reconciled against onsite inventory Film is inspected in Kodak Certified Lab under strict ANSI/AIIM Compliant conditions by trained and experienced Microfilm personnel Comprehensive Microfilm Library Report is compiled and presented to Sales / S Specialist for delivery to client Conservation Program – Remedial services performed in Kodak Certified Lab Upon completion of remediation services, film will be stored in ANSI/AIIM compliant vault facility

Microfilm Library Management Film Inspection Report ,[object Object],[object Object],[object Object]

Preservation ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]

Preservation ,[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]

Records Conversion & Redaction With Food Final Print

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