CHAPTER VII: MICROGRAPHICS

The Senate sergeant at arms provides microfilm services through the Micrographics Section of the Service Department. These services are available to Senate offices that need to achieve better physical management of large volumes of paperwork and to preserve historical records. Microfilm is used to improve files management by reducing the size of the permanent collection, by facilitating handling and reproduction, and by creating a "bound" order for better control of information. Archival quality microfilm can be used to preserve information stored on a less permanent medium (such as scrapbooks, newsprint, and computers) and to maintain a duplicate security copy of important files. Despite the advent of new imaging technologies, microfilm remains the preferred format for archival storage. (See Chapter IV, section on scanning.)

Micrographics can be used to solve some paperwork problems, but not all. It is not a substitute for comprehensive records management and, by itself, will not speed up office paper flow or eliminate the need for systematic filing. In fact, micrographics is best employed as a complement to an overall information management strategy.

DETERMINING WHAT TO MICROFILM

Microfilm storage and retrieval are useful for records that have a high reference activity and when staff need immediate access to an entire records collection. It also is useful as a preservation technique for permanently valuable records. Microfilming should be done when all files in a series are completed, because an incomplete file tends to be of less research value. Factors determining the effectiveness of microfilming include:

• The information will be used by the office staff in the future.

The information is needed at a single location where there is a high reference rate, or at numerous locations having a moderate to low reference rate.

• The existing paper system cannot meet user requirements for information as effectively as a microfilm system.

The types of files listed below have the potential of meeting at least two of the criteria for effective microfilming. In none of the cases listed should the

paper files be destroyed without first discussing their ultimate disposition with the Senate archivist.

• Congressional Record Inserts (The paper is of poor quality; microfilm will last longer) Issue Mail (To reduce bulk)

• Legislative File (To reduce bulk and create a permanent copy)

Speeches, press releases, newsletters, columns (To ensure that the files are preserved intact) • Scrapbooks and newspaper clippings (As a preservation measure)

DOCUMENT PREPARATION

The Micrographics Section provides advice on physical preparations necessary to ensure a good filming job. An appointment should be made with the supervisor to plan the conversion and to establish operating procedures. Generally, these steps are necessary to prepare files:

(1) Arrange the items to be filmed in strict order, either numerical, chronological, or alphabetical. Refile any records that are misfiled. Remember, documents reproduced on microfilm do not lend themselves to annotation or updating.

(2) Remove and discard duplicates, reference material, and envelopes.

(3) Discard all newspaper clipping attachments, unless they are important to understanding the letter. (4) Perform the following steps:

• Ensure that items to be filmed are of the same general size. (The maximum size that can be filmed is 11 12 x 18 inches).

• Face all documents in one direction, making sure that any document numbers appear on the first sheet of each individual file.

• Remove staples and paper clips.

• Straighten folds and flatten wrinkles. • Mend tears with transparent tape.

• Cross out writing on the reverse side of any document that you do not wish microfilmed.

• Mount on carrier sheets those pieces smaller than 3 x 5 inch cards as well as all newspaper clippings.

• Remove binding from material which is bound.

(5) If any of the documents to be microfilmed are intrinsically valuable in paper form (i.e., letters signed by the president, congressmen, cabinet members, governors, state legislators, famous people, and otherwise important correspondence), remove the items and replace them with a photocopy. Write the file location in pencil on the back of the originals and file them for safekeeping in numerical or chronological order in a specially created file entitled "Historical Letters Worth Saving-date."

(6) Prepare a title page and insert it to be filmed as the first frame. Typed on a sheet of plain paper, it should include the title of the file, the type of records, name of staff member who created the file, and the inclusive dates.

(7) If your office uses a correspondence management system, ensure that the index information is retained permanently.

(8) Prepare target sheets-inserts that identify briefly the sequence of records that follows. Include dates, number span, or portion of the alphabet covered by the sequence. Place the sheets at appropriate places in the file (i.e., the beginning of each individual file folder or group of letters, or at predetermined intervals, such as every fifty letters, etc.).

(9) Determine the type and degree of indexing required to locate material on each roll of film.

(10) Forward material to the micrographics section for filming.

(11) When microfilm is received, check for completeness and accuracy.

(12) Disposition of paper files that are microfilmed should follow recommendations made in Chapter III. It is also advisable to consult the Senate archivist.

MICROFILM INDEXES

A microfilm system is only as useful as its index. All Senate microfilm is produced with a "blip code" and microfilm number, which are assigned automatically to each page. The number can be used to reference every page or to indicate certain target points on the film. There are three types of indexing techniques:

• Internal-An index to the documents is prepared and, after the documents are filmed, the frame

numbers are added to the index entry. The index pages then are filmed and either spliced to the "head" end of the film or filmed on a separate index cassette or cartridge.

• ExternalIndex entries are recorded on a computer, on index cards, or in a log book. Microfilm roll and frame numbers are added to the index after the documents are filmed. (While this format can be most convenient for research use, it is recommended that the index also be microfilmed, and a copy kept with the film.)

• Automated-Computerized correspondence management systems data bases provide access.

MICROFILM MASTER NEGATIVES

The Micrographics Section produces an archival quality master silver halide negative that is stored at the Center until transferred to the Archives. It is important to retain the master negative as it is the only version which can be duplicated. The silver negative should not be used for reference in an office and it must be stored under archival conditions. (Relative humidity of 20 to 40 percent and temperature not to exceed 70 F., with rapid changes of over 5 percent in a 24-hour period being avoided.) The master negative should only be used to make a duplicate copy. Under no circumstances should archival master negatives be stored in attic lockers, as excessive heat and humidity will cause permanent deterioration.

Committees may order diazo reference copies as needed. When ordering microfilm, staff should specify a reduction ratio of 24X whenever document size permits. Either 16 mm cartridge or cassette is available.

INSPECTING THE MICROFILM

The Micrographics Section performs quality control on all of its products. However, each roll of microfilm should be carefully checked again by staff for any missing pages, for the sequence of documents, the legibility of each exposure, and the legibility of the index number assigned to each document.