RMP-6, Microfilm Guidelines

April 15, 1986

I.   REFERENCE

     Micrographics Handbook, Records Management Division, Department of 
     General Services, State of California, July, 1985.

II.  INTRODUCTION

     A.  Purpose

         These guidelines are established to assist campuses and Office of the 
         President offices in determining the feasibility and economy of 
         utilizing microfilm for recording, processing, storing, and 
         retrieving information, and to promote the establishment of 
         standards for the selection and cost justification of microfilm 
         systems, services and equipment.

     B.  Background

         Microfilm is a highly technical form of recording, processing, 
         storing, and retrieving information.  The complexities and 
         short-comings as well as the capabilities of microfilm require an 
         understanding of the principles of records management and 
         micrographics to assure the need for and appropriate selection of 
         microfilm systems and equipment.  The University is utilizing 
         microfilm more and more for operating systems in addition to the 
         classical functions of storage and retrieval of administrative and 
         educational information.  Concurrently, the surge in micrographic 
         technology has created a highly competitive market for 
         microfilm systems and equipment necessitating a careful assessment of 
         alternative designs and capabilities by knowledgeable sources 
         within the University.

     C.  Definition of Terms

         Microfilm (microphotography): Microfilm is a method of reproducing 
         images of records at greatly reduced size on photographic film.  
         Microfilm can be processed and maintained in several forms: roll 
         film; cartridge, magazine, or cassette; fixed image microfiche, 
         updatable microfiche, or ultrafiche; microjacket; and aperture card.

         Microfilm Equipment: Microfilm equipment includes readers, 
         reader/printers, printers, cameras, and all microfilm processing, 
         indexing, and storage equipment.

         Microfilm System: A microfilm system generally encompasses several 
         aspects of records management including processing, indexing, 
         storing and retrieving of information.  It frequently is a 
         component of a larger information system (e.g., microfilm may be 
         the output format for computerized information systems).

         Microfilm Service Bureau: A microfilm service bureau is any outside 
         organization, government or private, which microfilms documents, 
         processes exposed film into the several microforms, processes 
         microfilm from computer output (COM), and/or designs microfilm 
         systems.

     D.  Rights of Privacy

         Microfilmed records are subject to all legal and policy restrictions 
         regarding access to records.

III.  GUIDELINES

      A.  Campuses and Systemwide offices should establish standards for 
          determining microfilm equipment and systems needs.

      B.  Campuses and Systemwide offices should establish procedures for 
          regular periodic review of microfilm systems, equipment, and 
          services to insure that systems are effective, that equipment and 
          services are meeting the system needs, and that records management 
          concerns are appropriately met.  It is suggested that each campus 
          and the Systemwide administration either assign the review to a 
          designated office or to a committee, as they deem appropriate.

      C.  All proposed microfilm systems and requests for purchase, lease or 
          rental of microfilm systems, equipment, and services should be 
          reviewed to insure that:

          1.  The proposed microfilm system is compatible with information 
              systems with which it will interface or for which it will 
              provide the output format.

          2.  Other records management techniques have been examined and 
              that both the need for and cost of microfilm are feasible and 
              justified.

          3.  University records retention schedules are applied to 
              microfilmed records as well as the original copies of those 
              records.

          4.  The equipment and/or system selected is the most suitable for 
              the required purpose, considering cost effectiveness and 
              function.

          5.  Available campus or Systemwide microfilm equipment or centers 
              are used when these alternatives would be more efficient and 
              economical than outside microfilm service centers.

      D.  Departments should not deal directly with vendors or services 
          without prior authorization from an appropriately designated 
          office or individual.

      E.  The State of California Microfilm Manual has been accepted as 
          the University's microfilm guide.  Each campus and Systemwide 
          Records Management Coordinator has copies.

Send comments or questions about this website to Connie Williams.
Last updated: March 16, 2007 .