The State Archives can microfilm digital minutes of local governments. By having digital minutes microfilmed, a clerk skips the steps of making paper copies or physically transporting original minute books.
Our Imaging Unit’s system takes high-definition images of single-page PDFs, PDF/As, and TIFFs, and puts the images on microfilm. You can read more detailed information in this blogpost and in our document, The Conversion of Electronic Records to Microfilm.
Preparation of Digital Minutes for Imaging
Digital minutes can be created with minutes workflow software or word processing software, and then prepared for microfilming. The instructional document Transfer of Minutes in Digital Formats for Microfilming has step-by-step instructions and a preparation checklist:
The RC-2D form is filled out with detailed information about the set of digital minutes and is submitted with the files.
Transfer of Digital Minutes
After preparation, digital minutes are transferred on portable storage media such as a hard drive, flash drive, CD, or DVD, or by online file transfer. Portable storage media must be transported by hand; storage media cannot be mailed nor can digital minutes be e-mailed.
An alternative is online file transfer. You receive an e-mail with an embedded link and upload the digital minutes with a few clicks.
Clerks who are microfilming digital minutes for the first time can contact Emily Sweitzer at email@example.com or 919-807-7360 for assistance.