Imaging Solutions

The use of scanning and imaging is rapidly becoming the 'conversion preferred method' of most agencies.

 

Scanning is the process of converting paper documents into digital images and index data. Imaged data allows for on-line retrieval of information and efficient data storage.

 

  • FTP Images for Quality Cleanup
    Send your images to us. We will provide document clean up, examining each document to ensure clear, valid information. Indexes can be provided for easy retrieval.
     
  • Joint Image Solution Development
    We will work closely with you to determine your specific imaging needs. From initial forms design, to actual set-up and maintenance, we build solutions compatible with your existing framework.
  • Archive Document Storage
    Images can be exported for long term storage and archived to a permanent database. This is typically stored on CD's, optical jukebox, or in an on-site server database.
  • Put your Documents On-line
    Make your forms available 'on-line'. Our forms design team can help you with new forms or existing forms.

 

Microfilm

The Division of Central Services, IDS currently offers a full range of micrographic services.

Pros and Cons of Microfilm

Microfilm services include 16mm, 35mm, rotary, planetary and fiche filming, processing and silver and diazo duplication. In addition to these services, the unit also provides document preparation and destruction, jacket insertion, aperature card mounting, film inspection, editing and film repair. All documents are filmed to archival standards as prescribed by the Division of Information Technologies, Information and Archival Services. Each roll of film is certified for possible evidentiary use and the original silver rolls are routinely deposited with the State Archivist as a permanent legal record.

The IDS also supports computer-assisted-microfilm (CAR) retrieval systems. CAR retrieval started in the 1960's but really came alive in the late 70's and early 80's. When documents are filmed the camera places a blip at the bottom of designated exposures for the computer to read. This blipped document is then indexed in the computer's database. The retrieval system uses the computer index to quickly locate microfilmed images. Any document can be easily retrieved in a matter of seconds from millions of documents stored in a small space.

Computer-output-microfilm (COM) is another form of micrographics utilized by state agencies. The Division of Information Technologies, Computing Center currently uses an awarded vendor to process a variety of computer generated documents. These documents are electronically transferred to the vendor to be generated on microfiche. Many COFRS reports are generated in this manner.

Benefits of microfilming are the protection against fire and loss and also provide security against theft of irreplaceable records. Microfilming also provides additional space and reduces the number of files and of employees necessary to maintain and utilize extensive paper files. Records reduced to microfilm occupy as little as 2% of space required for the original paper documents.
 
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