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Records Management Branch

This guides answers questions about our Records Management program and provides useful information for records managers and custodians.

What is the difference between imaging and microfilming?

Imaging (or scanning) and microfilming are both processes that results in a record being reproduced in a different format. Their primary difference is in the final product. Imaged records are reproduced into a digital format while microfilmed records are reproduced in a film format.

ARS §41-151.16.A specifies that agencies and public entities, “…may implement a program for the production or reproduction by photography or other method of reproduction on film, microfiche, digital imaging or other electronic media of records in its custody…”. Further, agencies and public entities can catalog and index these reproductions.

However, pursuant to the same statute, agencies must obtain approval from the L.A.P.R. prior to undertaking such projects. The L.A.P.R., via the Imaging Request process, must approve:

• Types of records being produced or reproduced

• Methods of production, reproduction and storage

• Equipment and software involved in the processes

• Destruction of source documents

 

Request for Document Imaging of Public Records

PART 1: REQUEST FOR APPROVAL

In the top section enter the name of your Agency or Political Subdivision and include any subdivision breakdown for division, department or unit.

 

The Minimum Standards for Digital Imaging or Scanning Textual Documents may be found on the State Library, Archives and Records Management website at:

 

https://azlibrary.gov/arm/forms

 

Check all applicable boxes

PART 2: GENERAL REQUIREMENTS FOR ALL OPTIONS LISTED ABOVE

  1. Initial all boxes for Applicant initials to indicate you have read the general requirements

 

PART 3: AUTHORIZATION
  1. Fill in the contact information for the requestor seeking approval.
  2. ATTACHMENT: RECORDS SERIES TO BE IMAGED
    List the Record Series title(s) associated with this imaging request using the exact approved Retention Schedule(s) being followed.
    • Enter the Retention Schedule number for each Record Series title. Schedule numbers start with CS or GS followed by a 4 digit number. (Ex: GS-1018) Enter the Record Series number (5 digits) for the Record Series title from the schedule for each Record Series title. (Ex: 10290)
    • NOTE: If your agency's schedule is dated before 2015 and has legacy record item numbers (Ex: Item #14a) , please contact us for updated five digit record series numbers. 

 

Feasibility Study

A feasibility study is recommended for all records with long-term retention periods. 

An agency's feasibility study must include the following: 

  Reason for Imaging Records Division specific or agency-wide
  System Architecture and Software
  • System Name
  • Implementation Date
  • System Description
  • Hardware
  • Software
  • Provisions for Upgrades or Migration
  • Primary Storage Method: 
    • Networked Server
    • Cloud Storage
    • Offline Media
  Storage and Backup Procedures
  • Records Format (JPEG, TIFF, MP4, PDF-A, etc)
  • Indexing Procedure (Auto-index|OCR|OMR|ICR) 
  • Auto/Manual Entry
  • Backup and Disaster Recovery provisions
  Schedule Review & Compliance
  • Records' security and version access
  • Version control | copies
  • State Archives Permanent Review
     

 

Submit completed imaging forms to records@azsos.libanswers.com.

Microfilming

Part 1: Request to Microfilm Public Records 

  • At  the top section enter the name of your Agency or Public Body, and include any subdivision breakdown for division, department or unit. In the table provided, fill in the Record Series Title(s) for which the requestor is seeking approval. Include the schedule number or date and the item numbers as they appear on the approved retention schedule.
  • Refer to the applicable LAPR Standards before completing this form. Check all items that apply for sections A through F of the approval portion of this form.
  • Read and initial all boxes in the certification portion of this form. Enter Requestor name, Records Officer name, phone number and email; then the Records Officer must sign and date the form

Part 2: Certificate of Compliance

  • In the top portion of this form, enter the vendor contact information and the agency or political subdivision contact information and MCN# (provided on the approved Request for Microfilming of Public Records form). If you do not know the MCN#, STOP. Please verify at this point that your agency has received permission from the Library, Archives and Public Records to image documents and have an approved Request for Microfilming of Public Records form on file.
  • Submit this form to your chosen vendor
  • Upon completion of microfilming, vendor will sign, date and return form to requesting agency
  • Agency will complete the form and will type or print their name in the bottom right corner and sign and date the form.
  • Agency will return the completed form to LAPR.

Submit completed Certificates of Destruction to records@azsos.libanswers.com.