YOUR RECORDS AT THE ARCHIVES
Depositing and Retrieving Your Micrographic Records

             The increased use of digital imaging has impacted many agencies that once traditionally archived records strictly on either microfilm or microfiche.  I have received many phone calls concerning guidelines and procedures for submitting CDs to the State Archives.  This issue addresses those concerns.

 1.      The Basics:  What should be included with a CD that is being archived?

All compact disks should be labeled in the same manner as microfilm boxes, either on the CD itself or on the jewel box.  It is particularly important that eye-readable information be included since digital media is not eye-readable.  The information on the CD should include:

1. Agency Name

2. Type of records

3. Range of records

4. Date of records

5. CD number

The inclusion of this material aids not only in cataloging but also in retrieval should the CD need to be accessed at a later date.

 2.      Guidelines: How to successfully store records on a compact disk:

Although there are no formal restrictions on the creation of digital records on CD, there are many guidelines that will assist in the future access of records stored digitally.  Suggested practices include:

1. Use high quality name-brand media, preferably a yellow-gold standard CD-R for storing records.

2. Image records using a non-proprietary format such as TIFF or JPEG, or encapsulate a program on the CD to aid in accessing the records.  Avoid storing records that require an outside proprietary program to access.  Be sure to use quality scanning equipment and proper scanning settings for highest quality

3. Refresh and migrate CDs every 10 years to ensure that the records do not deteriorate.  Records personnel should include plans to refresh, migrate and copy records in their future master plans.

3.      Submitting digital records to the State Archives: Are there any changes from submitting microfilm?

Not really.  Although there are no formal stipulations regarding quality control on digital images, CDs are inspected and generate a Quality Control Report in much the same manner as microfilm.  These CDs are inspected for correct labeling, accessible data and damage associated with shipping.  The submitting agency needs to wait for the return of the yellow Quality Control Report before assuming that the record has been formally accepted for deposit.

 If proper care is taken, the transition from the analog to digital age can be relatively painless.  The Colorado State Archives is happy to answer any questions you may have concerning digital imaging, micrographic options and policies concerning the storage, access and retrieval of micrographic documents.

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Last modified June 25, 2003