State Imaging Center

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State Imaging Center

State Imaging Center

 

 

General Information

SIC-staff

The State Archives maintains an Imaging Center whose staff are available to scan selected state agency records.  We can digitize paper and most media formats from an agency’s files stored in the State Records Center, or from files in agency offices.  Large formats such as maps and charts can be safely scanned with state of the art equipment.  We are also able to convert existing microfilm of state records into digital images.  Our staff can advise agency personnel on preparation of documents for scanning. We can also explain our quality control measures and formatting choices.

The State Imaging Center’s goals are to improve state agencies’ access to their records and to decrease the state’s demand for storage space for paper records.  Preference is given to records which, once digitized, will be entered into the Wyoming Digital Archives (see PDF below), the state’s secure digital repository.  But other requests for digitization will also be considered.  We work closely with the State Archives’ Records Management Program to identify records series which might benefit from digitization and secure online storage.

For questions about Imaging Center services, please contact Carmen Clayton, 307-777-5586 or This email address is being protected from spambots. You need JavaScript enabled to view it..

To learn more about the Wyoming Digital Archives, please contact the State Archivist, Michael Strom, at 307-777-7020 or This email address is being protected from spambots. You need JavaScript enabled to view it..

 

Preparing Records for Imaging

Preparing Records for Imaging

 


Document preparation is the process of preparing documents for image capture. Documents that are not properly prepared can damage expensive imaging equipment and can negatively affect the overall quality of images. Records that are scheduled to be imaged, whether scanned or microfilmed, should be transferred to the State Records Center (SRC) through the same process as records that are sent in for storage. However, special attention must be given to records that will be imaged. Document preparation may seem labor intensive but it will facilitate retrieval and help ensure the accuracy and quality of the final product.

Please contact us at 777-7826 if you have any questions about preparing records for transfer to the State Records Center or State Archives.  Just ask to speak to someone from the State Imaging Center.

What do I need to do to prepare my records to be transferred to and scanned by the State Imaging Center?  (See below)


 
Boxes should contain only records which will be scanned.
 
Remove the documents from binders and folders, or separate them from their bindings. If it is not possible or desirable to remove the binding, a book scanner or planetary camera can be used.
Remove-documents-from-binders-and-clips
 
 
Remove all paper clips, staples, and rubber bands.
Remove-all-paper-clips-staples-and-rubber-bands
 
Select a complete records series, which is a group of related records that are normally used and filed as a unit. Choose a beginning date and an ending date for the series.
 
Are you including any media that cannot pass through imaging equipment, such as CDs, DVDs,  cassette tapes, license plates, etc?  We will attempt to download information from this media.  However, we may need to contact you if we cannot include this information. If it is necessary to reference the items with the file, please make an information sheet as a placeholder explaining what the media contained and/or where else  it can be found.
CDs-most-likely-cant-be-downloaded-into-your-file
 
Label the box as you normally would for transfer to the State Records Center, using the RIMS database.
 
Remove duplicate files and unrelated materials that do not contain any vital, historical, fiscal, administrative, or evidential information, or are not considered a public record.
 
Please use one cubic foot boxes so we can fit them on our shelves.
Box-too-big-to-fit-on-shelving
 
Return documents to original file folders and load into boxes provided by the State Records Center. Leave one-three inches of space in the box to facilitate file retrieval.
Leave-three-inchs-of-space-in-the-box
 
 

 

Please contact us at 777-7826 if you have any questions about preparing records for transfer to the State Records Center or State Archives.  Just ask to speak to someone from the State Imaging Center.


  • Organize the documents in the order that the files originally existed to maintain their integrity, – alphabetical, numeric, or chronological – and correct any misfiles. Document any files that are missing. Records are imaged in the same order they are received from the agency;
     
  • Include a complete index and/or box listing of the records to help with creating the metadata (index terms) needed for tracking and future retrieval of the records. Creating this document in Excel or Google Sheets speeds the process on the scanning end. Key field descriptions such as ID number or action number may need to be included for retrieval purposes.  Start thinking now about data fields that will aid in future retrieval.
     

Please contact us at 777-7826 if you have any questions about preparing records for transfer to the State Records Center or State Archives.  Just ask to speak to someone from the State Imaging Center.


 

Bound items can’t be scanned on our regular scanners.  They will be scanned on our flatbed scanners and doing this takes additional time.  
Bound-items-take-extra-time-to-scan
 
Ensure proper page orientation with headers at the top (portrait) or to the right (landscape) with documents face up.
Avoid using highlighters. They can black out information on an image. Instead, circle information, being careful not to cross out other information.
 
Tape very small documents to a letter-sized sheet of white paper so they will not be caught in the equipment. Be careful not to cover other information. 
Tape-very-small-documents-to-a-letter-sized-sheet-of-paper
 
Repair tears with transparent mending tape (not cellophane tape).
Check paper types: Inserts that fold out may need to be cut and filmed separately to maintain page order. Onion skin may need to be photocopied. Carbon copies may need to be photocopied for scanning to prevent damage to rollers, and red paper will need to be photocopied to capture a readable image. If the record copy is printed on previously used paper, please X out the side with information that does not need to be captured.
 
Flatten any folds or turned corners if possible (tape may be used on the REVERSE side of a document to flatten a crease if there is no information to be imaged on that side).
 
Do not use any type of “sticky notes”. If you have additional information write it on the back of the original document or on a separate sheet of white paper.
 

 

Please contact us at 777-7826 if you have any questions about preparing records for transfer to the State Records Center or State Archives.  Just ask to speak to someone from the State Imaging Center.

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