Preservation Microfilming Services

Preservation Microfilming Services

The history recorded in the pages of a community’s newspaper is invaluable. It puts historical events in perspective, allows us to view those events through the lens of someone who was there and witnessed “history as it happened”. It also allows us to connect to our past in a real and tangible way. This cultural asset must be protected and preserved so future generations can can have access to the “first draft of history”. The only true way to ensure it’s survival, is through microfilming. Those local historical newspapers, record books, public records, and photos must be captured onto 35mm Silver Halide Microfilm to protect the valuable content from the ravages of time. Our microfilm meets all ANSI/AIIM Standards for microfilm preservation and use archival-quality 35mm Silver Halide microfilm produced in our FujiFilm Certified Lab for true 500+ year preservation.

Through a collaborative approach, our clients are involved from the initial specifications to the delivery of the products, thus assuring the outcome they want and expect.  All film is produced in the United States, and original materials will NEVER leave our secure facility. We pride ourselves in high quality archival services for:

  • Historical Newspapers
  • Original Paper Documents/Books
  • Annuals
  • Record Books
  • Marriage Records
  • Birth Records
  • Death Records
  • Programs
  • Photos (Black and White or Color)
  • Newsletters, Bulletins, ect.

Our Quality Standards:

Quality Control and Quality Assurance are what set microform production at Advantage apart from others in the industry. Quality Control is defined as those steps incorporated into the production process that are designed specifically to reduce error. Quality Assurance is the process by which the total product is examined to ensure that the quality criteria established by Advantage are met.

Microfilming

Preservation of physical newspapers either lose, or contained within bound volumes will be captured to 35mm silver halide microfilm in accordance to ANSI/AIIM standards.

  • Auditing all available versions of source material available for the project to identify best available quality original for filming.
  • Ensure that reasonable effort is put forth to repair any imperfections that affect the legibility of the pages on the volumes identified for filming.
  • Document preparation, including but not limited to: the insertion of targets (density target, resolution target, declaration by camera operator) and preparing the newspapers in a manner that they are filmed in an orderly sequence and misplaced pages will be put in the correct order.
  • If missing or illegible pages are identified, they will be documented by inserting and the proper filming targets, as specified in standard ANSI/AIIM MS23.
  • Microfilming the physical newspapers on roll microfilm first-generation, silver microfilm. A leader with a minimum of 28 inches of blank film will be used as well as a trailer also of 28 inches. The shot count per 100 foot roll of film will not exceed 1000 pages. Lab processing of the camera master and methylene blue testing.
  • Quality assurance of the images on film. If pages do not pass the quality tests, they will be sent back to the camera operator for retakes. Replacement images will be identified by a title target identifying the retake/addition records. Retakes/additions will be spliced either before the density and resolution targets at the beginning of the film or after the density and resolution targets at the end of the film.
  • Reassembly or packaging of the physical volumes
  • Preparation of film for audit

Microfilm Collection Audit:

To ensure that the collection is complete and contains the highest quality images available, and no content is compromised due to vinegar syndrome or redox, the microfilm collection will be audited in its entirety. The quality-index graph in standard ANSI/AIIM MS23 will be used to determine the minimum quality index for 15% of the total volume of microfilm. All microfilm must meet a minimum quality index level of 5.0. The microfilm must meet standard ANSI/NAPM IT9.1 (See Appendix A), except where these sections specifically state otherwise.

  • Documenting start and end dates on each 100-foot roll of microfilm
  • Quality auditing of 15% of collection to ensure density and resolution of the microfilm in compliance with ANSI/AIIM Standards
  • Visual inspection to verify image quality, skewing, damage or defects. If an issue is found, the un-inspected microfilm preceding and/or following those pages will be inspected image by image until all defective film has been identified.
  • Each roll identified as needing to be re-filmed will be documented and cross referenced with the audit of bound volumes to identify best original available.
  • Each 100-foot microfilm rolls will be conjoined for storage on 1,000 foot reels for long term archival storage
  • Any deteriorating film will be immediately removed, documented and communicated to all parties involved in this agreement. Once the problem is corrected it will be returned to storage.

Microfilm Storage:

  • Original microfilm will be stored in the purpose-built microfilm vault in the Advantage Companies records management center in Cedar Rapids, Iowa, under conditions that meet or exceed standards and practices.
  • The microfilm will be stored in temperature and humidity vault. The vaults temperature will not exceed 70 degrees Fahrenheit, and a constant relative humidity of 35% will be maintained with a maximum variance of plus/minus 5.0% relative humidity in a 24-hour period.
  • A microfilm will be stored on 1,000 foot reels and a container will be used for processed microfilm to protect the film and facilitate identification and handling.
  • Only, chemically stable materials such as non-corrosive metals (anodized aluminum or stainless steel), peroxide-free plastics, and acid-free paper will be used for containers to ensure no degradation is caused to the image.
  • Container label information will include identification number and Advantage Records Management barcode which will then be ingested into the records management software allowing for cataloging the location and contents.
  • An annual inspection will be performed on a sample of 1/1000th of the total volume of stored microfilm.

Our processes align to ANSI/AIIM (Association for Information and Image Management) standards for archival microfilming, as well as specifications developed by the Research Libraries Group (RLG) & by the Library of Congress. This requires stringent adherence to our internal guidelines regarding the careful production & examination of all archival microfilm, in addition to well controlled storage & handling conditions

 Call Today:  1-855-303-2727 

Libraries & Historical Societies

Advantage works extensively with Libraries, Colleges, and Historical Societies to preserve their local history. We take great pride in the mission to preserve the past by converting local community newspapers, record books, public records, and photos onto 35mm Silver Halide Microfilm to protect the valuable content for generations to come. Our Microfilm processes and quality assurance programs meet or exceed all ANSI/AIIM Standards for microfilm preservation and we only use archival-quality 35mm Silver Halide produced in our FujiFilm Certified Lab for true 500+ year preservation!

 

Newspaper Publishers

Newspaper publishers have recorded their community’s “first draft of history” everyday. We preserve that history, on microfilm, and partner with the publisher to make that preserved content widely available to interested libraries and institutions in their community and beyond. Our processes meet or exceed all ANSI/AIIM Standards for microfilm preservation. The service will be done at no cost to our publishing partners. The only cost you will have is shipping the papers to our facility in Cedar Rapids, Iowa.  Qualifying titles will enjoy a revenue sharing opportunity on the content sold to the libraries on a subscription basis. The master negative copy can be stored at no additional charge in our state of the art vault under the publisher’s ownership. We are nearly the custodian of the publisher’s intellectual property.

State & Government Libraries

Advantage team has been closely monitoring the painful condition and trends in the budgets of our state governments… and we are extremely conscious of the fact that one of the hardest hit areas over the past several years has been in newspaper and historical preservation services in State Libraries.  The cuts have been deep, and in many cases, these institutions have been left behind. We have developed several service offering and solutions in the wake of the ongoing budget cuts and resource allocations…most provided at no cost to the state or its tax payers.

State Historical Societies

It is the mission of every historical society to preserve and provide the cultural assets to ensure that history is preserved for future generations. It is the mission of Advantage to do the same, specifically with historical newspapers and documents. The state’s mission of newspaper and historical preservation increasingly hindered by budget cuts and lack of resources.  The cuts have been deep, and in many cases, entire preservation programs have been abandoned.  We are pleased to be working with State Historical Societies across the country to help ease the burden of their filming and digital services in cost effective (and often free) solutions to this very real problem.

Educational Institutions

Newspapers contain history. History that can be made tangible for students and teachers alike. By making the historical content available to educational institutions of all sizes, public and private, through digital access…students can place historical events in perspective by seeing them in the pages of their own community’s newspaper history. This allows them to experience “history as it happened” and allows them to connect to the past in a very tangible way.  In addition to our history related services, we can help your institution with more contemporary problems as well. Converting paper and microfilm student files (e.g. attendance documents, report cards, transcripts) to secure digital files can help your organization provide instant record access from any education system.

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