Program Manual

Types of Records That May Be Microfilmed

State agencies interested in document image management of microfilm should contact the Records Management Division of the Secretary of State's Office (573) 751-3319 or e-mail: recman@sos.mo.gov.

State Agencies adopt micrographics for a variety of reasons. Conversion of records to micrographic formats may be an economical solution for an agency, and provide a more efficient use of the agency's office space. For example, using micrographics to copy long-term and vital records that need to be retained, but are not frequently accessed, can convert storage space to work space. Microfilm is a proven technology with established standards that assure media quality and stability for the preservation of long-term records.

Microfilm is static, and does not allow for data manipulation of active records. Microfilm may not be a solution for multi-layer documents, such as databases that contain formulas. In some instances, because original records have to be maintained for legal purposes, microfilming would not result in a space savings.

Authorization to microfilm any and all records is granted by the director of the Records Management Department. It is the duty of the director to evaluate the economy and necessity of providing microfilm services. The director is governed in his/her decision by Revised Statutes of Missouri, Chapter 109.230.