IMAGELINK Reference Archive for Protecting Public Records

Government agencies must keep public records permanently while also providing online access. Microfilm has long been the preferred archival medium but lacks instant access, while digital media face obsolescence, erasure and version incompatibility. IMAGELINK Reference Archive brings both paths together: documents from any source are kept in analog form on microfilm and, when needed, returned to electronic systems by scanning the microfilm.

Highlights

• IMAGELINK Archival Media has a life expectancy of 500 years when properly processed and stored
• Images are captured once in the scanner and written to film by the IMAGELINK i9600 Series Archive Writer
• Digital files can be deleted after writing to film without fear of loss
• Born-digital documents such as email, forms and reports are archived without printing to paper
• Image capture can be distributed among several offices with a centralized archive over the network

Step one: eliminate the microfilm camera

Many agencies captured documents twice: once by scanning and again on microfilm. With electronic microimaging, image capture is a single step in the scanner, and permanent analog copies are produced on ISO/ANSI-compliant IMAGELINK Reference Archive Media. The result is reduced labor and the ability to destroy, file or return paper documents sooner.

Step two: produce high-quality digital film

Capture software automatically rotates and deskews images and removes borders. Images are reviewed and enhanced on screen, sorted and indexed, and barcodes and OCR assist indexing. The output is a roll of film with legible images and consistent contrast and orientation.

Step three: archive digital documents

The same platform is used to preserve digital documents from other applications. Files are converted into writable images through software conversion tools, some of which are supplied with the IMAGELINK Archive Writer Application. Using digital film with image marks enables online retrieval with IMAGELINK DV Plus software and scanners.

Applications

• Meeting minutes, email and administrative correspondence
• Budgets, payroll and tax records
• Vital statistics and land ownership records
• Court records and legislative acts

Results reported by users

• Annual savings of $10,000 after switching to the Archive Writer
• Cost reduced from about $0.25 to $0.02 per page
• Filming time reduced from 3 to 4 hours to 20 to 30 minutes
• Documents returned in 2 to 4 weeks instead of 6 to 8 weeks
• Less wear on physical documents

Included items and accessories

• IMAGELINK i9600 Series Archive Writer
• IMAGELINK Reference Archive Media
• IMAGELINK Archive Writer Application
• IMAGELINK DV Plus scanners