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 | Microfilming |
| Digitization of microfilm |
| Heritage Microfilming Grants |
| Preservation resources |
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Microfilming is the best method currently available for the long-term preservation of records. Archival quality microfilm has an expected life of at least 500 years, and microfilming allows copies of records to be stored in several locations to minimize the chance of loss due to natural disaster. For this reason, records must first be permanently preserved on microfilm in order to be eligible for our digitization service.
Preserving church records is a key responsibility of PC(USA) stated clerks and clerks of session. The Book of Order charges clerks with the "permanent safekeeping" of all official records and to that end, we strongly encourage congregations, presbyteries, and synods to microfilm their official records including minutes and registers.
To assist clerks with this responsibility, the Society runs its own microfilming program and offers microfilming services to PC(USA) entities at a subsidized rate. Heritage Microfilming Grants are awarded yearly to PC(USA) congregations that have fewer than 250 members, are at least 50 years old, and demonstrate both preservation and financial need.
Microfilming Services
Because factors such as page size vary and affect the total cost, estimates are provided upon request. To initiate a microfilming project, please complete our Microfilm Request Form 
. Once we have received your records, it will take approximately 3 to 4 months to produce your film. Please email your completed form to refdesk@history.pcusa.org, fax to (215) 627-0115, or mail to:
Presbyterian Historical Society/Microfilming
425 Lombard Street
Philadelphia, PA 19147-1516
| MICROFILMING RATES | ||||
|---|---|---|---|---|
| Minimum Charge | Cost per Page | Cost per Oversize Page* | Duplicate Copy | |
| PC(USA) entities | $60.00 | $0.14 | $0.20 | $40.00 |
| General public | $60.00 | $0.28 | $0.35 | $80.00 |
| *An oversize page has a length that is between 12.25" and 15." | ||||
| SHIPPING RATES | |||
|---|---|---|---|
| 1 reel | 2 reels | Additional reels | |
| Domestic shipping | $2.50 | $3.95 | $0.75 per reel |
| International shipping | $10 per reel | ||
PHS provides archival-quality microfilm services in accordance with ANSI/AIIM filming standards at prices that are competitive with commercial vendors. Because many commercial microfilmers produce "short-term microfilm," without the use of title and contents frames, and without training in handling fragile documents, we encourage the use of our in-house microfilm services whenever possible.
The Society subsidizes approximately 1/2 of the cost of filming official church records of permanent value for congregations, presbyteries and synods. Records of permanent or historical value include minutes, registers, trustee records, and articles of incorporation.
To ensure the best quality images and to meet legal requirements, we only film original records, not photocopies.
Preparing your records for microfilming
- In order to film official church records, we require a letter from the Clerk of Session or Stated Clerk authorizing us to film your records, including instructions about whether or not we should hold your records on deposit. PHS will store your records in our secure, climate controlled archives free of charge and provide you with limited reference services. You retain ownership.
- Make an inventory of your records; arrange them in correct chronological sequence and identify them so we understand what they are.
- Remove all fasteners and loose papers you do not want filmed. Please do not use adhesives (i.e. Post-itTM notes or tape) for labeling as they will leave a residue that will eventually damage your records.
- Remove records from binders if you can do so without damage. Wrap or place each volume in a separate folder, maintaining their sequence. If you need to include the binders, please do not lock the bindings.
Shipping and contact information
We recommend shipping by United Parcel Service (UPS) because of their tracking system. If you decide against filming, or if you need your records returned to you once filming is complete, we will ship your records back to you free of charge. Please ship to:
Presbyterian Historical Society/Microfilming
425 Lombard Street
Philadelphia, PA 19147
Questions? Contact us: refdesk@history.pcusa.org
