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Thirty-Sixth Annual Report of the Archivist of the Hall of Records, FY 1971
Volume 473, Page 8   View pdf image (33K)
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and is looking for help in such areas as retention plans, backup systems,
and security of his files.

The records manager has been given a chance to get involved in
the data processing operations. He not only can exert more influence
in the development of total records systems, but he also has the
opportunity to make provisions for the preservation of those magnetic
based records which will become the archives of the future.

Our experience with computer-output microfilming during our
first year of in-house operation has been rewarding. We have successfully
demonstrated that we can save a great deal of computer time and
substantially reduce the total cost of records processing. Interest
in our COM program is continually increasing and new applications are
being evaluated. While we were able to recover only the funds expended
this year for supplies and equipment through the charges made for the
service, we expect to recoup our personnel costs and, perhaps, even
reduce the cost of the service to State agencies during the next two
years.

In addition to OUT COM program, we continued our other microfilm
services. The engineering drawing project begun last year to microfilm
the plans of schools and public structures used by the Fire Marshall,
the Health Department, the Department of Education, and the Division of
Engineering and Design of the Department of General Services, made only
modest progress. The poor quality of the drawings to be microfilmed
and the failure of the potential users of this service to develop a
uniform numbering system for those drawings of mutual interest have
limited the expansion of this project. We have encouraged the agencies
to develop a uniform numbering system and set up standards for drawings
and some progress is being made. However, until standards are established,
the engineer drawing project cannot support an active retrieval program.

The microfilm security program for the land records, improved
and simplified by legislation last year, eliminating the marginal
notation of mortgage release, has now been implemented in all but one
of the counties. This exception resulted from a misunderstanding of
an opinion requested from the Attorney General by the Clerk of the Circuit
Court. This misunderstanding should be resolved soon and the procedures
established by the legislation applied statewide.

Considerable attention has been devoted to the use of
microfilm, especially computer-output microfilm (COM), thus far in this
report. However, our central microfilm service is but one aspect of our
records management program. In order to avoid any misunderstanding of
our overall program, perhaps I should put out use of microfilm in
perspective.

The Records Management Program, basically, is composed of
four inter-related functions: (1) establishing records retention and
disposition schedules; (2) operating records centers; (3) providing a
consulting and advisory service; and (4) operating a central microfilm


 

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Thirty-Sixth Annual Report of the Archivist of the Hall of Records, FY 1971
Volume 473, Page 8   View pdf image (33K)
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