Grants & Awards: LGRMIF: 2009 Grant Application Materials

Microfilming

Microfilming is an appropriate technology for records that (1) have retention periods of ten years or more, (2) are vital records critical to the functioning of government, or (3) are so voluminous that significant storage space would be saved by filming.

LGRMIF grants do not support the filming of new records created in a series of records filmed under a previous LGRMIF grant. However, you may request funding to address a backlog of records not addressed in a previous grant project. Eligible expenses for microfilming include

• Staff time to prepare records for filming, to index records, and to conduct frame-by-frame verification of microfilmed records.
• Addressing the deterioration of acetate-based or nitrate microfilm, including the costs of assessing the problem, duplicating deteriorating film, and refilming or reformatting damaged records.
• Microfilming, duplicating, and indexing, including costs associated with computer-output microfilm (COM) or computer-assisted retrieval (CAR).
• Purchase of microfilm equipment, including microfilm storage cabinets, readers, reader-printers, reader-scanners, and microfilm cameras. Since replacing or upgrading old equipment is an example of maintenance, applicants must provide compelling justification for requests to purchase additional or replacement microfilm readers or cameras.

Category Requirements

Any project that includes microfilming must adhere to the following requirements, regardless of the grant project category:

• Records being filmed. Explain why selected records are appropriate for microfilming and list the benefits that will result from this microfilming project. Include an estimate of the volume of records that will be prepared for filming, as well as an estimate of the volume that will actually be filmed.
• Number of images. Indicate the number of images to be filmed and discuss any special circumstances that affect the total number of images, such as cases where two or more documents will be filmed on a single frame of film.
• Preparation of records. Indicate how you will prepare the records for filming. Describe the individual tasks required for preparation (e.g., unfolding paper, removing staples, purging obsolete records and duplicates), and indicate the quantity of staff and time you will need to accomplish these tasks. The baseline rate for preparing records is 1,000 sheets per hour; more time may be required for older, worn records with many staples and clips.
• LG-IM form. Complete a separate Imaging and Microfilming Project Information Form (LG-IM) for each records series involved in the project.
• Ongoing support. Indicate how your government will support your microfilming program in the future.
• Destruction of originals. Indicate whether original records will be destroyed after microfilming. If not, justify this decision.
• Itemize costs. Itemize all vendor costs, including the per-image filming rate, the cost per roll or fiche, and the cost for document preparation and image verification. If scanning is involved, be sure to break out costs for that service.
• Estimate number of rolls. Include an estimate of the total number of rolls of original camera-negative microfilm and use copies that will be produced. Request at least one use copy for each roll of original camera-negative film, unless some other format (such as digital images) will be used for access.
• Digital images as use copies. If applicable, indicate why digital images were chosen as access copies over microfilm, and indicate how you plan to maintain access to those images in the future. If you are also requesting diazo microfilm use copies, you must justify the need for both film and digital copies.
• Access to images. Address how you will ensure access to the use images, whether microfilm or digital. Means of access can include a database index, full-text-searching software, or some other access tool.
• Type of microfilm camera. Indicate the type of microfilm camera to be used (planetary, rotary, COM recorder) and justify why it was selected. Also justify the chosen microfilm format (16mm, 35mm).
• Acetate problems. Describe the severity of an acetate microfilm problem (if applicable) by indicating the quantity of damaged film, the degree of degradation, and the records series involved.
• Adherence to guidelines. Indicate how you will adhere to microfilming guidelines outlined in State Archives Publication #9, Producing High-Quality Microfilm, and #77, Managing Imaging and Micrographics Projects. Applicants proposing to microfilm court records must also adhere to all Unified Court System microfilm guidelines.
• Microfilm storage. Explain how camera-negative microfilm will be stored offsite under environmentally controlled conditions.
• Quality control testing. Request $18 per roll for third-party testing of every fourth roll of original microfilm. This testing will verify adherence to State Archives' guidelines and local government specifications for density, resolution, targeting, and general quality. The Archives will provide successful applicants with specific guidelines and procedures for implementing this requirement.
• Verification. Indicate that the microfilm images will be verified for legibility and assurance that they capture all of the information from the original records. Microfilm must be 100% verified in order for records to be destroyed. The average verification rate is about 300 images per hour.
• Readers. If requesting microfilm readers, reader-printers, or reader-scanners, indicate whether you have an operable microfilm reader of any kind. If you are requesting only digital use copies plus a reader, justify fully the need to purchase the reader.
• In-house microfilming. If requesting funds to purchase microfilm cameras or processing equipment, demonstrate that establishing an in-house microfilming operation is more economical and efficient than outsourcing.
• Detailed quotes. Provide eight copies of the complete detailed quotes and a Vendor Quote Form (LG-VQ) for microfilming services that exceed $5,000. The detailed quotes should clearly delineate individual project costs (preparing the records, filming, producing use copies).
• Distributed access. If you cannot provide onsite access to the records, consider creating use copies to distribute to an institution that can provide regular access to the information. Grant funds may be used to produce these copies.