Micrographics or optical imaging is a technology that reduces any form of information to a microform medium.
Microform is a generic term for any form, either film or paper, that contains micro-images, a unit of information, such as a page of text or drawing, too small to be read without magnification.
Micrographics may be used for the following purposes:
- Preservation of deteriorating records.
- Production of archival or intermediate records.
- Duplication of information for dissemination to other locations.
- Increased efficiency in searching records.
- Greater security for sensitive records.
- Reduction of paper record holdings or use of space.
Federal statute (28 U.S.C. 1732) provides for the legality and admissibility of microforms and electronic images that accurately reproduce or form a durable medium for reproducing the original record. To meet the requirements of this statute, microform records must be produced in the regular course of business and be able to be satisfactorily identified and certified.
Original documents sometimes must be retained to resolve questions of document authenticity. If the authenticity of documents having legal significance could be subject to question, obtain the advice of the Area Managing Counsel’s Office (or for Headquarters organizations, the Managing Counsel, Civil Practice) before disposing of the original.
Only original silver halide microfilm has sufficient archival quality to be substituted for documents requiring permanent retention or to produce microforms of permanent retention value.
Microforms are subject to all regulations on retention, disclosure, privacy, and security of Postal Service records and information.
