Micrographics refers to processes used to reduce any form of information to microimages. Microfilm is a medium for storing great quantities of document information in miniature form and can be produced in several different ways. It is estimated that microfilming records can save up to 98 percent in storage space. Microfilm also provides easier handling and retrieval of the information. Microfilm readers and reader/printers are utilized in projecting the images back to their full-size on a screen and/or providing full-size paper prints when needed.

However, microfilm is not the magic answer to all of your records management problems. If your filing system is a problem now, it will remain so, unless the system is improved before microfilming. Correct use of microfilm and data processing can aid in a "less paper" office. When used in an appropriate manner, the benefits of microfilm will be significant. The most common forms of microfilm are:

Roll — Produced in widths of 16mm, 35mm or 105mm and used with reel, cartridge or cassette. This is the most widely used form of microfilm and is always used for security copies.

Microfiche — A sheet of film usually 105mm x 148mm with fixed images. Identification information is found at the top of the film on an index strip that is readable without magnification. In the past, images were fixed on the film. However, recent technologies now allow for updatable microfiche. Using updatable film, images can be added, annotated, imaged over or, in some cases, removed. Updatables currently have problems meeting the regulations of the State of Illinois. Before investing in such a system, be sure to contact the State Records Unit.

Aperture Cards — A computer-sized key punched card with information on one side and either 16mm or 35mm images mounted in prepared slots on the cards. These are usually used for engineering drawings and for large documents in offices of the recorder of deeds.

Jackets — About the same size and shape as index cards, these are transparent plastic and contain channels into which strips of microfilm are inserted. Identifying information is on the index strip at the top of the jacket and is eye-readable. There is no need to remove the strip of film from the channel for it to be read or printed by microfilm reader/printers.

Many people mistakenly feel that the best reason for microfilming is to save on storage space for masses of records. Many other factors should be used to determine whether the microfilming of your records is justified. These factors include the:

• Need to retain records for a long period of time.
• Need for security of records with a corresponding duplicate file.
• Need to protect vital records.
• Need for frequent and speedy retrieval of records.
• Need for fixed file integrity.
• Need for sharing information with other departments or agencies.
• Need to control access to records and to retain strict confidentiality of records.
• Difficulty of using records as they now exist because of odd sizes, shapes and/or conditions.
• Need to preserve historical records from aging and abusive wear and tear.

There also are some disadvantages to microfilming, including:

• The records require a machine to be read.
• The cost of filming, whether in-house or with a service bureau.
• Difficulty comparing documents side by side.
• Documents are not readily accessible when they are being filmed and processed. (This is more of a problem when a service bureau films the documents.)
• Poor readability is possible if the film is not properly exposed, is illegible, scratched, or if records are not filmed in sequence.

The greatest of these disadvantages is expense. It is estimated that in Illinois, paper records can be stored in a records center for at least 15 years before the expense of record storage equals the expense of microfilming these records. This is why microfilming large amounts of records solely to save on storage space might be the least best reason to film.

How do you know if the use of microfilm is justifiable? Before you can really know, you need a successful ongoing records management program. The State Records Unit should have developed an approved records retention/disposal schedule for you. When you know the number of years records must be retained, the volume you can dispose of, and the potential volume you will need to store in coming years, you will have much of the information to make cost estimates. These retention/disposal schedules will also help point out vital records, valuable records, and lead to your knowledge of the activity in each file.

The records manager of each state agency should be able to answer each of the following questions before embarking on a microfilm program:

• Do I have a successful operating records management program?
• Do I know and understand the State of Illinois laws and regulations for microfilming records?
• Have I worked with the State Records Unit and developed a retention/disposal schedule and have an approved application for microfilm and disposal of records?
• Do I really know how much it will cost to microfilm as compared to my present file and storage systems?
• Are other filing/storage systems less expensive, and will they satisfy my records management needs as well as microfilming, and better than my present system?
• Are there other studies that have already been completed on microfilming? What has happened to these recommendations?

Remember, state law gives the State Records Commission the authority to set standards for the reproduction of public records by microphotographic process. These standards relate to the quality of film, preparation and identification of records filmed and to proper certification of copies. Any such microfilm, prepared according to commission standards, is considered for all purposes as original public record. Please refer to Section 4400.50 and 4400.60 of the Rules of the State Records Commission before commencing any microfilm project.

Care and Storage of Microforms
Microforms can save up to 98 percent of the space needed for paper documents. However, this space savings will be of little benefit if microfilm is unreadable due to poor storage conditions. Film should be inspected before it is stored. In storage, extremes and/or great fluctuations in temperature and humidity should be avoided. Temperature should be kept in the 65-70 degrees Fahrenheit range with humidity at 30-50 percent.

At least a 1 percent sampling of the film should be checked at two-year intervals. When inspecting the film, look for discoloration, film brittleness, mold, fungus or the adherence of the emulsion to the base. Check the can, boxes or reels used to store the film for rust, corrosion or other deterioration. Storage boxes made of acid-free plastic materials are available and will not rust or corrode. The security copy must not be used except to produce additional use copies. If the film is deteriorating, storage conditions need to be improved and the deteriorating film copied. Security copies of permanent roll film may be stored in the Illinois State Archives free of charge. For information about this service, call (217) 782-4866.

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