- Why should we microfilm our records?
Brittle
paper, deteriorating bindings, fire, and flood all pose substantial
threats to records. Most paper produced since the mid-19th century
contains acidic wood pulp which causes rapid deterioration of paper.
Records may also be damaged or destroyed by water, fire, insects or
other natural disasters. Microfilming is the best method currently
available for the long-term preservation of records. Archival quality
microfilm has an expected life of 500 years, and microfilming allows
copies of records to be stored in several locations to minimize the
chance of loss due to natural disaster.
- How much does it cost?
The Presbyterian Historical Society subsidizes approximately 1/3
of the cost of filming official church records of permanent value
for congregations, presbyteries, and synods. These records are filmed
at $.25 per frame with a minimum fee of $50.00. All other microfilming
projects are filmed at a rate of $.50 per frame. In general, two pages
of material will fit into one frame of microfilm, but as page size
varies, estimates of total cost will be provided upon request. We
make every effort to keep costs down, and our charges are competitive
with commercial microfilmers who produce archival quality film.
- How long does it take?
It normally takes four to six months to produce your film. If there
is a delay, we will contact you. And if you need to consult your records
while they are here, we can supply most kinds of information you may
need.
- Can we get our records back more quickly if we make a reservation?
No reservation is necessary, but contact us before sending your
records. The time it takes to return records is due largely to the
post-production schedules of outside service vendors and the occasional
need to retake portions of film.
- Can we do a little now and a little later?
We cannot produce archival quality microfilm by filming small segments
of records due to the large number of splices that are required. The
smallest group of records feasible for filming constitutes about 600
frames of microfilm. We can make exceptions for older records that
are not this extensive. We urge churches to film as many of their
records as they can at one time.
- Can't we just photocopy our books?
Photocopying a duplicate set of records on acid-free paper is one
way of creating a preservation copy of recent records until enough
material is accumulated to allow microfilming. We do not recommend
photocopying as a permanent means of preservation. To ensure the best
quality image for microfilm and to meet legal requirements, we only
film original records, not photocopies.
- Why not microfiche?
While microfiche may be more convenient than 35 mm roll film, it
does not meet archival standards for long-term storage due to the
very small size of the images.
- Why not use a local microfilmer?
Some churches have been able to find local vendors who can produce
film cheaply, but commercial filmers usually produce short-term microfilm
that is used for a time and then discarded. In addition, commercial
vendors will not usually provide the title frames and table of contents
frames included in filming projects done by the Presbyterian Historical
Society. In general, make certain that any price you are quoted by
a commercial vendor is for archival-quality 35 mm film. Make certain
also that the vendor has experience in filming permanent records and
is able to exercise proper care in handling fragile paper. We would
be pleased to send you information about ANSI/AIIM filming standards
and receive a positive copy of your finished film.
- What about scanning our records onto a compact disk (CD)?
We do not recommend digitizing images onto a CD-ROM. The medium
is not permanent, nor is the software or hardware needed to read it.
- We have all sorts of old records. Do you want them all?
Not every record has permanent or historical value. For congregations,
presbyteries, and synods, we will film all records of permanent value
including minutes, registers, trustee records, and property records
such as deeds, charters, and articles of incorporation. A complete
list of permanent records may be found in our publications, "Managing
and Preserving Official Records for Congregations" and "Managing and
Preserving Official Records for Synods and Presbyteries."
- What do we need to do to prepare our records for microfilming?
Make an inventory of your records, arrange them in correct chronological
sequence, and identify them so we understand what they are. Remove
and store loose papers you may want to keep but do not want to film.
Please do not use adhesives (including Post-itTM notes and ScotchTM
tape) to put labels on the covers of your books! They leave a residue
that will eventually damage your records.
- Should we leave pages in the binders?
Please remove your records from binders if you can do so without
damage. Wrap or place in a folder each volume separately and maintain
their sequence. If you do send binders, please do not lock the bindings.
Whenever possible we film your records unbound for best legibility.
- Do you keep the books?
If you wish, we will keep your records on deposit free of charge
and provide you with limited reference services in your records. You
retain ownership. Our staff will be happy to discuss arrangements
with you.
- What do you need to get started?
We require a letter from the session or stated clerk authorizing
us to film your records, including instructions about whether or not
we should hold your records on deposit.
- How should we ship the records?
Wrap each book securely and box bundles into 10 to 15 lb. packages.
Number the boxes if there are more than one ("Box 1 of 2," etc.).
Include a copy of your cover letter and the complete inventory in
each box, and ship the records to our Philadelphia office where all
of the microfilming is done. We recommend shipping by United Parcel
Service because of their tracking system.
- Is it cheaper if we don't take a copy?
The cost of your copy is built into our pricing. If you do not want
your copy, you may wish to donate it to a local library or historical
society.
- May we get extra copies of the film?
We can make extra copies from the master negative for $30.00 per
reel.
- What other records management services do you provide?
Please contact our offices for additional information.
- Whom do I contact for more information about the Presbyterian
Historical Society's microfilming program?
Email Records Archivist Nancy
Taylor or find out if your congregation is eligible for our Heritage
Microfilming Grant.
