Digitization and Microfilm Project

Overview

Digitization and Microfilm Project is an initiative under Archives Management Division, Depository Services Sector purview. Pustaka Negeri Sarawak was appointed as the State Microfilm Service Provider in the State Development Executive Committee (SDEC) meeting on Microfilming in 2016. Under the Sarawak State Library Ordinance, Part IV State Depository;

“Section 14(1) – (d) to maintain, preserve and keep public records which are more than twenty-five years old, and other documents, papers, instruments, and statutes, statutory orders, regulations or decrees, directed by State Depository on account of their historical value or public importance. Special provisions for public records, No.22 – (1) 2 (a) it shall be the duty of the Director to notify the State Secretary of any public records transferred or delivered pursuant to this Part, to the State Depository, which, in the opinion of the Director, contain information likely to prejudice the administration of the Government or would not be in the public interest, to be preserved or maintained in the State Depository.”

Hence, digitization and microfilm are part of the preservation and conservation method for record and archive materials. The purpose of the preservation of archival records is to extend the life of the use of archival materials for research purposes. Archiving of archive materials is to reduce the risk of damage and slow down records impairment. Microfilm has been chosen as a carrier because if it been preserved properly, has a life expectancy of 500 years. In addition, it is fake proof and resistant against viruses or worms and cannot be manipulated by hackers.

Definition

Digitization is the process conversion of analog information in any form (text, photographs, voice, etc.) to digital form with suitable electronic devices (such as a scanner or specialized computer chips) so that the information can be processed, stored, and transmitted through digital circuits, equipment, and networks.

Microfilm is an analog storage medium using film reels that are exposed and developed into photographic records using a photographic process. It is typically used to store paper documents such as periodicals, legal documents, books, and engineering drawings. It is compact in nature, is low cost to produce and store and requires far smaller storage space than paper documents.

Objective

1. To provide digitize and microfilm conversion services for the state to fulfill Pustaka Negeri Sarawak’s requirements as stated in the State Library Ordinance 1999 for preserving and providing access to the information within the records and archives.
2. To deliver the service of centralized scanning and microfilming for the state at Pustaka Negeri Sarawak.

Initiation Project

1. The project begins with digitization and microfilm of PUSTAKA archives collection and the Chief Minister Department’s records in 2017.
2. The second project is to digitize and microfilm the Probate Records at the District Offices throughout Sarawak in 2018.

Equipment

Below is the equipment used for scanning and microfilm work.

Equipment	Function
Flatbed, feeder scanner and large size scanner	For scanning purposes
Minolta MS7000-MK II Microfilm Reader	For reading and inspection of microfilm
SMA51 Archive Writer	For conversion of digital images to microfilm writing
Sunrise Apollo Microfilm Scanner	For scanning of microfilm to digital images
Imagelink Film Processor	For developing microfilm

Preparation for Digitization

1. Selecting records for digitization

The selection for the digitization of archival materials shall be select based on the following criteria:

• The physical condition of the materials.
• The value of the archival materials including:

1. Records of historical/country/community history.
2. Records pertaining to the history of national security issues.
3. A record that provides evidence to the Department/Agency/Unit key decisions.

• Materials that have a high demand for reference purposes and limited.
• Special, unique and rare collection.

2. Preparing materials for the digitization process

• Sorting and arranging the records accordingly in order to ensure the materials did not mix with each other.
• The materials selected must be accompanied by “Borang Permohonan Pendigitalan dan Mikrofilem”.
• Following details shall be check before the scanning process:

Details	Action
Physical Condition	Ensure that the material is not decayed, damaged, fragile and appropriate to be handled for digitization purposes.
Content Arrangement	Ensure the attachment is adequate and compiled according to the folio number.

3. Digitization work

The document shall be scan page by page according to the below specification.

Types of Materials	Types of file format and produce	Technical Specification
File and records	Format for preservation and access	PDF(300dpi) JPEG(300dpi) TIFF (400dpi)
Photograph	Format for preservation and access	PDF(300dpi) JPEG(300dpi) TIFF (400dpi)

4. Completing digitization work

After scanning the document, the quality of the scanned image shall be checked against the original document. If the quality of the image scanned is not clear, the re-scan work for the document shall be done.

Preparation for Microfilm

1. Selecting records to be microfilm

The selection for the microfilming of archival materials shall be select based on the following criteria:

• The physical condition of the materials.
• The value of the archival materials including:

1. Records of historical/country/community history.
2. Records pertaining to the history of national security issues.
3. A record that provides evidence to the Department/Agency/Unit key decisions.

• Materials that have a high demand for reference purposes and limited.
• Special, unique and rare collection.

2. Preparing materials for the microfilming process

1. Sorting and arranging the images to be processed accordingly.
2. The materials shall be accompanied by “Log Pendigitalan dan Mikrofilem”.

3. Processing Microfilm

Before proceeding with the microfilm processing, there are several steps to be followed accordingly:

No.	Action	Details
1.	Prepared the microfilm	Switch on the Prostar Archive Processor. Insert the microfilm into the reel accordingly.
2.	Prepared the processor machine	Pre-start the archive processor machine for 30 minutes to one (1) hour duration.
3.	Preparation of chemicals	Pour the fixer into Tank 1 and 2. Pour the developer into Tank 4 and 5.
4.	Monitoring of temperature	The water temperature: 95°F - 96°F. The developer temperature: 100°F.

4. Completing Microfilm Processing

The complete processed microfilm shall be put inside the microfilm box, label and stored at the repository.