A certification program for the manufacture of a product or for providing a service is a method for establishing quality parameters and recognizing those that agree to, and make an effort to, follow those parameters in providing that product or service.
The certification of microfilm service bureaus increases the potential for the microfilm produced of SC government records to be of consistent good quality.
* what the microfilm service bureau certification program is
The SC Archives Microfilm Service Bureau Certification
Program is a program designed to educate government and
commercial microfilm service facilities in what is necessary to
produce quality microfilm according to the Archives standards, and
what is required through regulations and procedures developed
under authority of the SC Public Records Act of 1976, pertaining
to the reproduction in the microfilm medium, and subsequent
destruction, of SC public
records.
Service bureaus certified by the Archives are those entities that have applied for certification, have been educated as to the standards requirements and procedures, and have demonstrated the capability for compliance. This capability is reviewed throughout the certification period.
* what the program isn't
This program is not a guarantee of
quality. Neither is it a guarantee of accuracy of recording.
The archives monitors microfilm produced through random
screening, and in no situation would staff do a frame by frame
verification of content. The responsibility for a close
inspection and acceptance of the product belongs to the records
custodian. All microfilm should be reviewed for content and
legibility, and corrections should be secured from the vendor
before accepting the final product. Any major problems should be
reported to the Archives, for consideration in the ongoing
certification process.
* who is eligible?
Any SC government office serving as a service bureau for
other government offices, and any commercial vendor microfilming
for SC government offices is eligible to be
certified.
* why use a certified vendor?
A certified vendor is educated in the standards and
procedures necessary to produce a quality microfilm product. A
certified vendor asks to be certified, demonstrates the
capability for compliance with quality standards, and understands
that the microfilm produced will be scrutinized by an outside
source at any given time.
* how do I know who is certified?
A list
of certified vendors may be obtained through this link
or by calling the SCDAH at 803.896.6118.
* can certification be revoked?
Certification is an ongoing process. It can be revoked
at any time for serious problems that the service bureau declines
to correct, or for a continual history of significant
problems.
* what must service bureaus do to be certified?
Certification begins with completing an application and
submitting test rolls. A brief explanation of program
requirements is explained in the ten point summary, and further
expanded in Public Records Information Leaflet #22 "Standards for
microfilm service bureau certification", and other publications
referenced in that leaflet.
The application is available on-line as a Word
document.
* what about in-house filming operations that are ineligible for
certification. Can they get assistance from the Archives?
The archives may be able to give individual attention to
in-house operations that do not meet eligibility requirements for
certification, depending on staff commitments. In addition,
regular training seminars are available on micrographics and
related technologies, at various times throughout the year, for
any interested parties.
* why is a microscope part of the program logo?
Microphotography is a science. A microscope, as well as
other laboratory equipment, is regularly used to help determine
image quality. A certified service bureau is aware of the
function and use of this equipment, and the specifications that
must be met.
1) APPLICATION-the completed application and two rolls processed within the last two weeks must be mailed to our office, along with copies of all forms and procedures relating to microfilm production and/or processing. Our QC technicians will check the rolls for density, resolution and residual thiosulfate etc. The application is available on-line as a Word document.
2) ARCHIVES ASSISTANCE- Archives staff will be available to discuss test samples, standards and requirements with personnel of offices applying for certification. Workshops will also be available.
3) TARGETING-Targets and certificates must be in place and according to Archives standards. Microfilm certificates and targets are available on-line in Word 97
4) TECHNICAL STANDARDS- all rolls must meet Archives technical standards and AIIM/ANSI standards.
5) METHYLENE BLUE- film production in on-going operations must be checked at least monthly for residual thiosulfate by the methylene blue method. Facilities must keep records of test results and make them available during on-site inspections.
6) SPLICING PROCEDURES-splicing of master security rolls must be done according to Archives and AIIM/ANSI standards.
7) FIRST ROLL ANALYSIS- the first roll of each new project should be offered to the customer for a review of content, format and indexing, etc., then forwarded to the Archives for a check of technical quality. The Archives in addition will check, by random sample, all film shipments sent for security storage.
8) FRAME BY FRAME INSPECTION- each roll of film must be checked frame by frame for content and legibility. A record of film verification must be maintained and made available during on-site inspections of facilities.
9) ANNOUNCED/UNANNOUNCED INSPECTIONS- each facility will be visited by staff from the Archives Micrographics Unit at least once during the certification period. Log books with records of methylene blue tests, and frame by frame verification should be available for review.
10) ANNUAL RENEWAL- certification must be renewed in April of each year.