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Records Management Services

Imaging Services and Micrographics

Records Management Services runs the State of New Jersey's centralized microfilming unit, and Specialized Document Imaging Center. The microfilming unit assists state agencies in determining the feasibility of alternative and supplemental image processing systems, including computer assisted retrieval (CAR), computer output microfilm (COM), and optical disk.

The Specialized Document Imaging Unit compliments micrographics by providing services to convert paper and microform records to digital images and to create preservation microfilm from digital images.

Micrographics

The micrographics operation produces source-document microfilm for State, county, and local government agencies on a charge-back basis. The bureau also advises agencies who wish to contract with outside microfilm vendors and monitors compliance with statewide microfilm standards for the public sector. The operation produces state-compliant microfilm, utilizing original source documents, prepares documents for filming and/or scanning, microfilms large documents and books, and transports and ensures state-compliant destruction of filmed documents.

Specialized Document Imaging (SDI)

Project/Case File Management Digitization

These digitization projects entail a significant amount of prep-work and handling of documents of varying size and type. Fee: To be determined based on an evaluation of a set of sample records.

Secure Document Digitization

These digitization projects entail the conversion of sensitive and/or classified records, requiring a high level of security and assurance that the information being handled will not be used for personal gain. Fee: To be determined based on an evaluation of a set of sample records.

Centralized Document Digitization

These digitization projects entail the conversion of disparate kinds of records and document types from various groups within an agency. Unlike Project/Case File Management, the original documents are not commonly found in an integrated collection, such as a "Case File." However, digitization allows for the integration, access, and retrieval of this disparate information, improving the methods in which an agency conducts its business. Fee: To be determined based on an evaluation of a set of sample records.

Large Format Document Digitization

These digitization projects entail the digitization of large format modern documents such as maps, drawings, plans, and blueprints. A variety of agencies must retain “As Built” large format documents, which are the official drawings signed off on by an architect or engineer that detail what was actually built. Digitization allows for the integration of design documents of various eras and various projects, as well as layering information into Geographic Information Systems. This category of digitization project requires specialized equipment and document handling and may be accomplished in two ways:

• Large Format Scanning: The scanning of large format documents with conversion to microfilm from the digital images, or
• Microfilm to Digital: The microfilming of the large format documents with conversion of the microfilm to digital images as noted below in "Legacy Microfilm Digitization"

Fee: To be determined based on an evaluation of a set of sample records.

Legacy Microfilm Digitization

These digitization projects, requiring specialized equipment, entail the digitization of legacy microfilm for electronic retrieval, while retaining the microfilm for purposes of back-up, migration, and security. This is accomplished through the use of a Mekel M525 Microfilm Scanner. Fee: To be determined based on an evaluation of a set of sample records.

Preservation Microfilm

Through the use of a Kodak i9620 Archive Writer the SDI Unit will be able to create preservation microfilm for any of the work it will digitize, as well as convert existing digitized long term and permanent documents to microfilm for back-up, migration, and preservation.

• Set-Up Fee (One time Archive Writer Charge): $150.00 for the first hour or part thereof. Beyond the first hour, the hourly fee will be determined by the hourly cost of compensating the set-up specialist.
• Price per reel: $25.00 (to include the cost of the film (approximately 3,000 images/reel), prorated operator’s salary and benefits, and equipment maintenance and depreciation costs).
• Administrative Overhead Charge: 15% surcharge on the first two bullet points (to cover costs associated with transport, handling, system design consulting/billing, etc.)
• Technical Specifications: certain technical criteria need to be addressed when prepping images to be sent to the division's SDI Unit for conversion

Historical Document Digitization

These digitization projects entail the digitization historical records, which have unique handling concerns, allowing for greater access to and conservation of historically significant materials. Fee: To be determined based on an evaluation of a set of sample records.