Mahoning County had a huge backlog of documents that needed to be archived in order to comply with a State of Ohio mandate. After learning of the county’s dilemma, Tameran contacted a county official to investigate the scope of the project.
Although they were in the process of digitizing public records for easy access, they also needed to create a microfilm archive as back up preservation for the long-life documents that had accumulated. At the same time, they were looking to replace their microfilm production with an economical solution that could eliminate the cameras, chemistry and processing system necessary for producing microfilm records.
Adapting an Improved Method for Archiving to Microfilm
Tameran offered a solution that introduced a new system for creating their microfilm archive. It allowed the county to maintain control of their records and leverage their scanning technology with the addition of new software and outsource microfilm production services to obtain the highest quality microfilm available. By scanning their own documents, utilizing Tameran’s Microfilm Roll Composer Software to create “virtual” rolls of microfilm, and sending the digital microfilm to Tameran for plotting, they were able to more efficiently create their microfilm archive. The county was able to eliminate the inherent costs and safety concerns that occur when producing the microfilm internally. Plus, switching to 35mm roll microfilm and using high density triplex formatting allowed them to significantly increase the quantity of documents contained on each roll of film—in some cases to over three times the amount—and therefore further control costs. Additional explanation on the impact of various microfilm formats and densities is explained in a recent blog, Preserving Documents on 35mm Microfilm Instead of 16mm Microfilm.
Flexible Services Offer Positive Change
The flexibility of Tameran’s microfilm services offered a straightforward method for archiving their records and enabled the Mahoning County Archivists to accomplish their goals. By working in tandem with Tameran, they were able to successfully:
- Maintain and handle their own records, arrange the documents on microfilm, and therefore reduce unnecessary transfer of knowledge to an outside vendor
- Eliminate the overhead burden of cameras, processing equipment, microfilm inventory, chemicals and safety issues involved with chemical development
- Control costs and only pay for the level of services necessary with a fixed cost per roll
- Create their digital files and microfilm archive at the same time
Tameran’s history and expertise with document conversion and preservation make us uniquely qualified to assist our customers with building their digital and microfilm archives, reducing internal costs and obtaining images that can be used now and well into the future. For information on Tameran’s Document Imaging Services, go here or contact us today.