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GENERAL SUPPORT SERVICES PRESENTS:
The Micrographics Quarterly
   A Public Service of the Colorado State Archives

Image of film on a reel

Volume 2 : Number 2

Denver, Colorado

Fall, 2000

PROPER LABELING
The importance of a clear label on your micrographics submission

By the time many agencies finish filming or transferring documents to either microfilm or CD, the last item being considered is the label that is affixed or printed on the outside of the media box. After all, the item being sent to the State Archives is a security copy. Why then is it so important to label these items properly? 

With over 3000 boxes of micrographic materials being stored, the importance of complete CD labeling becomes apparent. A typical storage box at the archives holds over 100 rolls of 16mm microfilm or nearly 150 CDs. When these records are retrieved 10 or 15 years from now, the accuracy of identifying what is on these materials will be largely determined by what is printed on the CD box. This is especially true with compact disks, where the jewel box is the only indication of what the CD contains since the information on the CD itself is not eye-readable. 

A microfilm box or CD jewel box should be typically labeled like this:

COLORADO STATE ARCHIVES

CD #35

Micrographics Quality Control Logs

Log number 00-001 – 00-976

07/01/99 – 06/30/00

Notice that this label contains all five of the items necessary for proper identification: Agency Name, CD (or roll) Number, Type of Record, Numerical Range of Records and Date of Records. Additionally, a label could contain other information including the date the information was transferred or how many CDs or Rolls are in a series. Also, numbering of the items could be as simple as chronological numbering (#1, #2, etc.) or numbering by year (97-01, 97-02, etc.). 

If proper care is taken, the transfer and cataloging of records can be simple, whether on CD, microfilm or microfiche. Remember that the Colorado State Archives is always happy to answer any questions you may have concerning digital imaging, micrographic options and policies concerning the storage, access and retrieval of micrographic documents.

Lance Christensen
Micrographics Archivist
Colorado State Archives
303-866-2231

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Last modified June 25, 2003