Microfilm, paper, and many other formats can be digitized for a variety of reasons including access, storage, and/or data analysis needs. If you are looking to convert your records, whatever their current format, please review the tabs below. Have questions or aren't sure where to start? Reach out to erecords@iara.in.gov.
- Microfilm to Digital
- Paper to Digital
- Video and Audio
- About Microfilm
- Choosing a Vendor
- Obsolete Data Formats
Reels of microfilm can be digitized, just like any other format. The result is searchable and more accessible electronic records that can be used by multiple people, or from which data points can be extracted for inclusion in a database. If you have records on microfilm that you need to access you don't have to seek out a microfilm reader. Instead you can work with a vendor to convert your records to PDF.
If you have questions, reach out to erecords@iara.in.gov or see the Choosing a Vendor tab on this page to learn more.
Converting paper to digital is a way to save physical storage space and can help make your records/data more accessible to more people. Before starting a paper to digital conversion project ask yourself:
- Am I ready to commit to maintaining the records in digital format for their lifespan?
- Can I afford to digitally store records for their lifespan?
- Have I accounted for any confidential information in these records - both during conversion and in the location where they will be stored.
It is crucial to be honest with your answers, particularly for records that are critical and/or scheduled for permanent retention. Forever is a long time to maintain electronic records!
Read our Recommended Vendor Qualifications to learn more about conversion. If you have any questions, don't hesitate to reach out: erecords@iara.in.gov.
Video and audio media have gone through many changes through the years as technology has improved and advanced, leaving behind a trail of important records that can be difficult to access or evaluate. In some cases, the industry no longer manufactures the needed playback equipment to review certain formats. If you have video or audio media such as audiocassettes, VHS tapes, DV video, or film that you think may contain critical records, it is recommended that you take the time to evaluate these collections now while specialized vendors are still available to make digital copies that can be accessed and shared through modern systems. IARA is happy to assist with the identification and assessment of any such records. Feel free to contact us for an assessment at - erecords@iara.in.gov.
The following resources may be helpful in identifying your A/V media:
Microfilm is a method of preserving large numbers of records via the capture of miniature photographic images stored on a reel of film. It can save space and is still considered an acceptable practice for long-term preservation of records, especially those that never or rarely need to be accessed. To read the film a microfilm reader machine is used to project magnified images on a computer screen.
Microfilm has gone out of style over the past 10-15 years, but it is still a trusted method of preservation as it is relatively easy and inexpensive to care for, and when stored correctly can last for decades.
To use microfilm as a storage and/or preservation method, you do not need a microfilm reader or even regular access to one. Instead, you can maintain a digital copy of your records for access, and use microfilm as the master copy for preservation and storage only. You would not need a microfilm reader or to ever even access the microfilm, unless your digital access copy became unavailable. In this event, the microfilm would be used to reconstitute your digital access copy.
Choosing a vendor to convert your records, regardless of the final format, is a process that requires thought and care. You want to select a vendor that is trustworthy, has experience, and that will produce faithful, verified copies of the originals.
Depending on your needs, you may also need a vendor with experience in unique formats, that has specialized equipment (and knows how to maintain and fix it), and that can generate metadata (can follow file naming conventions, etc). The last thing you want, is a vendor that can't convert your records after all, or whose equipment breaks down mid-job.
Use our Recommended Vendor Qualifications and accompanying checklist to help you choose the vendor that is right for your project. Questions about how to select a vendor? Reach out - erecords @iara.in.gov.
Similar to audio-visual (A/V) media formats, digital data storage formats have gone through drastic changes since they were first introduced. It can be a challenge to decide what to do with an old floppy disc, hard drive, or even project files from outdated software, but in many cases they were kept for a reason. Some of this data is accessible with inexpensive disc readers or via a search for archived software versions, and like obsolete A/V formats, now is always the best time to prioritize converting this data into modern formats before it is lost. Feel free to contact us for an assessment at - erecords@iara.in.gov.
The following resources may be helpful in identifying your obsolete digital storage media:
Indiana Archives and Records Administration