Imaging and Preservation Services

La. R.S. 44:415 designates the Imaging and Preservation Services Division as the centralized document conversion center for state government agencies. We offer a variety of imaging services to meet your needs, whether your goal is to streamline business processes, promote access, save file cabinet space, or create backup copies for preservation purposes. 

Conversion of Documents to Digital Format

• Paper to Digital: Paper records are processed to remove staples and adhesives then scanned to PDF format. Files are named according to the requesting agency's file naming conventions. Deliverables are transferred to the agency via our secure FTP site. After conversion is completed, hardcopy files can be returned to the agency or securely destroyed. 

• Microfilm to Digital: Microfilm reels can be converted to TIF, PDF, or JPG. Files are named according to the requesting agency's file naming conventions. Deliverables are transferred to the agency via our secure FTP site.

Conversion of Documents to Microfilm Format

Microfilm comes in standard widths of 16 mm and 35 mm. The Imaging and Preservation Services Division typically works in 16 mm format at a reduction rate of 24:1.

For all microfilming projects, original silver gelatin or halide film (the archival master) is maintained at the State Archives in our climate-controlled vault. We supply your agency with a diazo duplicate of the original film. We use black and white film with a polyester base. Under proper storage conditions, this film has a life expectancy of 500 years.  

• Paper to Microfilm: Paper records are processed to remove staples and adhesives then converted to microfim. Microfilm is indexed according to the agency's specifications. The diazo copy of the microfilm is delivered to the agency, the archival master is stored in our vault. After conversion is completed, hardcopy files can be returned to the agency or securely destroyed. 

• Digital to Microfilm: Digital files can be converted to microfilm for long-term preservation purposes. The diazo copy of the microfilm is delivered to the agency, the archival master is stored in our vault. 

Forms

Agencies who contract our services should complete the Imaging and Preservation Services Project Transmittal Form before transferring their records to the State Archives for conversion. 

Fee Schedule

For information regarding our pricing, please refer to our Fee Schedule.

If you have any questions about our services or if you would like to request a quote, please contact Imaging & Preservation Services.