Finding

WSA Can Make More Full Use of

Its Micrographics Resources

WSA is not using its micrographics resources to the extent it could to increase available storage space or to preserve deteriorating records.  Micrographics, which refers to all microfilming processes and formats, should be used as a tool to provide solutions to specific records and archives management problems.  However, WSA is currently offering micographics services according to long-established tradition, rather than using it as a management tool.  WSA needs to develop a plan to strategically use its micrographics resources in support of the records and archives management function.

Microfilming Is a Valuable Records and Archives Management Tool

Microfilmed documents require only 2 percent of the storage space of paper documents.

Microfilming records produces numerous benefits that make it an excellent records and archives management tool.  Microfilm preserves important information by providing a reliable permanent alternative storage medium to paper.  Microfilm is recognized as the legal original.  In addition, microfilming can be used to decrease distribution costs of widely used records and to decrease record duplicating costs. 

Records that do not need to be maintained in their original format can be microfilmed to save space.  Microfilmed documents require only two percent of the storage space of paper documents.  Bulky or frequently used documents can be filmed and then easily and cheaply distributed.  Backup copies of valuable and vital records can be stored and protected against loss or damage, using a minimum of space.

Microfilming Preserves Deteriorating Records.  Eventually, all paper records are at risk of deterioration.  Each time a record is handled and exposed to light or temperature variations, some damage is done.  Microfilm is an alternative long-term storage medium that allows continued use of the information contained in fragile and valuable records without endangering the original.

Despite the initial expense, over time microfilming is a cost effective alternative to paper storage.

Microfilming Is a Cost Effective Process.  WSA estimates it costs between $60 and $145 per cubic foot to microfilm records, depending on a number of factors including the amount of preparation required and the size, type, color and condition of paper records.  Despite the initial expense of microfilming, over time it is a cost effective means of storing any permanent record that can then be destroyed.  This is because the cumulative cost of storing permanent paper records is higher than the cost of microfilming, even when including the cost of maintaining the microfilm in environmentally controlled space.

Microfilming certain non-permanent records is also cost effective.  Based on its own estimate of paper storage costs, WSA has concluded that microfilming non-permanent records is a cost-effective alternative to paper storage for records with retention periods greater than 15 years.  For records with a retention period less than 15 years, it is less expensive to store them as paper.

Space Savings Through Microfilming

Can Be More Extensive

Unreliable equipment and unfilled camera operator positions limit productivity.

Given its current staff and equipment, the Technical Services section is not contributing as much to space savings as it could.  During the past five years, the section has filmed an annual average of 1,000 cubic feet of paper records, destroying 87 percent of those records once filmed.

However, the space savings are not as great as they could be if the section’s equipment were fully maintained and camera operator positions were consistently filled.  The section has four rotary cameras, plus two planetary cameras used for filming oversized documents.  Staffing includes four FTE camera operators and one ¾ time contract position, not consistently filled.  According to WSA and another micrographics program director, a trained rotary camera operator can film 2 to 2.5 cubic feet of records per day, and a planetary camera operator can film 1.5 to 2 cubic feet of records per day. 

An efficient micrographics unit relies on fully operational camera, film processing, editing and reading equipment, and on a trained technical staff.  Maintaining microfilming equipment and preparing documents for filming are labor intensive and time consuming processes.  Further, WSA’s cameras are in constant need of repair: none of the cameras was fully operational at the time of this report, and one planetary camera did not work at all during the last quarter of CY99.  In addition, the section lost two FTE camera operators in a recent eight-month period and has experienced delays in hiring and training new operators.  Loss of technical staff has been an ongoing problem.

5,000 cubic feet of records await microfilming and destruction.

Up to 95 percent of Archives’ collection does not need to be retained in its original paper form.

A Large Backlog Exists.  Although the exact volume of records changes constantly, the Records Center is currently holding approximately 5,000 cubic feet of permanent records that are scheduled to be microfilmed and destroyed. This volume of records is equivalent to the average net transfers into both Archives South and the Records Center over the course of two and a half years.

If this backlog of permanent records were to be microfilmed, the information could be stored on as few as 1,650 rolls of microfilm.  Destroying these records would increase available storage space at the Records Center/Archives South by about 64 percent, while decreasing available microfilm storage space by only about 3 percent. 

In addition, there is even greater potential to microfilm and save space, as the backlog represents just the volume of records that have been scheduled to be microfilmed and destroyed.  Archives estimates that possibly as much as 95 percent of its collection does not need to be retained in the original paper form, and could be microfilmed.

In FY99, 41 percent of the permanent records transferred into the Archives were scheduled to be microfilmed and destroyed, but were not.  With the current backlog of permanent records waiting to be microfilmed, the expectation of microfilming additional non-permanent records is unrealistic.

Microfilming could have a larger impact on extending existing storage space.

Alternatives Could Relieve Space Pressures.  At the current rate of net transfers into WSA storage space, with the current shelving configuration, we estimate that WSA will run out of storage space in about four years.  To explore options, we analyzed two alternatives that could affect space availability. 

Figure 4 below shows the potential impact that more microfilming could have on preserving WSA storage space.  Our calculations assume that any additional microfilming contributes to space savings, that cameras are fully operational, and camera operators are trained.  Calculations include the use of only one planetary camera because a second one is unreliable and is rarely used.

Figure 4:  Micrographics Section

Remaining Life of Records Storage Capacity

Source: LSO analysis of WSA quarterly and annual reports, 1995-1999, and staff reports on current volume of records held in Archives South and the Records Center.

Based on WSA’s net average annual accumulation, current available storage space should last about four years.

·         The upper line of Figure 4 shows that current available storage space should last about four years, based on WSA’s net average annual rate of accumulation. 

·         The middle line shows that current available storage space could last another 7 years, with 3 camera operators filming 2 cubic feet per day on rotary cameras and 1 operator filming 1.5 cubic feet per day on a planetary camera. 

·         The lower line shows that current available storage space, under the ideal conditions described above, could last up to another 39 years.  However, if WSA chooses to use its micrographics resources for other priorities, then space savings may not occur, either to that extent or at all.  As such, 39 years should be considered a theoretical maximum contribution to space savings, not necessarily a practical reality.

WSA Needs To Use Micrographics

Resources Strategically

WSA does not

re-evaluate projects  once they are accepted.

No funds are set aside for micrographics equipment replacement or repair.

Grants may provide a source of temporary funding for specific micrographics projects.

Once microfilming projects are taken on, WSA does not re-evaluate the ongoing appropriateness of microfilming that material.  Approximately 50 percent of the section’s micrographics resources are committed to projects categorized as “in-house daily use filming” projects.  These are projects with a mix of permanent and nonpermanent records, only some of which contribute to space savings for either the agency that creates them or WSA.  One of these projects, for example, does not contribute to space savings for either the agency or WSA.  However, it does generate $3,500 per year in sales for that agency.

Technical Services has been microfilming these in-house daily use filming projects for many years.  Overall, WSA has not examined the impact of these projects on its space or technical resources, and has not reviewed the appropriateness of these projects since accepting them.

Need for More Preservation Microfilming.  According to staff, the current level of preservation microfilming for reasons of deterioration is inadequate.  Staff has identified one molding collection in urgent need of preservation microfilming.  This collection is not currently available for use by researchers because it is not indexed.  Loss of access because no index exists is a temporary and reversible loss.  However, loss of the actual document due to deterioration is not.

Some Special Revenues Were Available.  Until April 2000, WSA was able to apply through the budgetary “B-11 process” to use special revenue funds generated through the duplication and sales of certain microfilm.  However, a recent application to use these funds was denied. In the future, all earnings will go into the General Fund.  Since FY96, micrograhics generated $42,780 for WSA’s special revenue fund and $13,760 for the General Fund, but used only used $16,573 or 39 percent of these funds.   

WSA has not developed a plan to purchase new equipment, or to replace or maintain existing equipment.  WSA receives a biennial equipment appropriation.  However, funds are not specifically set aside for Technical Services, and the amount appropriated is not sufficient to cover ongoing maintenance costs and replacement of equipment.  Because the special revenue fund will no longer be available, it is imperative that WSA develop a plan to support micrographics so it can operate efficiently. 

With SHRAB expected to reconvene, WSA will be in a position to apply for funding for specific micrographics projects.  Previous grant funding contributed to Technical Services productivity.  In 1993, the National Endowment for the Humanities (NEH) funded a joint U.W. Coe Library/WSA microfilming project.  During the funding period, the average annual volume of records filmed was 46 percent higher than the average annual volume filmed the following 5 years.  Grants may provide a source of temporary funding support for the program while a more viable plan is developed.

Conditions Warrant Improved

Planning for Micrographics Use

Technical Services is unable to take on additional microfilming projects.

Currently, WSA has a sizeable backlog in permanent records waiting to be microfilmed; it also has unreliable equipment and recurrent turnover among camera operators.  Consequently, Technical Services is unable to take on microfilming of any additional records, except in cases of extreme need.  Further, only a small volume of backlogged permanent records can be worked in as the microfilming schedule allows. 

WSA has not assessed the extent to which deterioration is threatening its collections and has no plans to do such assessment.  Consequently, the section will continue to depend on identifying deteriorating records in the course of routine archival work.  This set of circumstances puts the state at a real but undetermined risk of losing permanent valuable records.

Recommendation:  WSA should develop a plan to strategically use and financially support micrographics.

Micrographics is a valuable but expensive management tool.  It should be used as such, not provided as a matter of custom to those agencies who have traditionally used it.  WSA needs to develop a plan which will balance the technical costs associated with micrographics against  its space savings, records preservation, and other management contributions.  This plan might include a request to change legislation so that funds generated directly by the program can be used for program support. Once a plan is developed, WSA needs to constantly evaluate and re-evaluate all micrographics projects to ensure that they continue to meet the criteria for microfilming.