Microfilming Minutes for Local Governments

In accordance with G.S. 121 and G.S. 132, the State Archives of North Carolina offers microfilming services for permanently valuable records, including the minutes of local government decision-making boards and councils. Once those records are filmed, we store the silver-halide originals in our security vault.

Preparing Minutes for Microfilming

Preparation of the minute books is the responsibility of the custodian and must be completed before the records are delivered to the Government Records Section for filming. For costs, see Duplication Fees. 

Original Minute Books

  • All originals must be in the order that they are to be imaged. All minutes will be filmed in the exact order received.
  • All staples, post-it notes, and paper clips must be removed and all documents taped together must be separated. This includes attachments to the minutes.
  • Unfold all documents. Smooth out corner folds.
  • Repair torn documents with transparent tape. 
  • All various size documents should be arranged so that the bottom edge of each page is evenly aligned. 
  • If signing the minutes is your policy, please make sure signatures are present in all designated areas. 

  • You must make an appointment before bringing your original minute books to Raleigh for imaging.  To make an appointment to have your original minute books imaged, contact either 

                       Alice Shahan alice.shahan@dncr.nc.gov  Phone: (919) 814-6911

                       Natalie Walker natalie.walker@dncr.nc.gov  Phone: (919) 814-6856

  • We will image only completed volumes. Partially filled books will not be imaged. 
  • After your minute books have been imaged, please do not alter these books. Any modification of the original minute books after imaging will invalidate the microfilm copy.
  • Complete a Certification of the Preparation of Records for Microfilming form with each shipment sent to Archives and History for filming.

Photocopies of Minute Books

  • All photocopies must be in the order that they are to be imaged. The photocopies should reflect the order of your minute books. All minutes will be imaged in the exact order received. You may submit minutes in direct or reverse date order, but please be consistent and specify if they are in reverse date order.
  • All photocopies sent for imaging should be on the same size paper. 
  • Do not fold pages. 
  • Staples must be removed. Post-it notes and paper clips must be removed, unless they mark the end or beginning of a volume. All documents taped together must be separated. This includes attachments to the minutes. 
  • If signing the minutes is your policy, please make sure signatures are present in all designated areas.  
  • You may prepare and send copies of minutes on an annual basis or as a complete book. 
  • Complete a Certification of the Preparation of Records for Microfilming form with each shipment sent to Archives and History for filming.
  • Photocopies should be packaged in such a way to prevent pages from being damaged during shipment. 

Photocopies may be mailed to:
Government Records Section
State Records Center
4615 Mail Service Center
Raleigh, NC 27699-4615 

Digital Minutes

  • Review the Digital Minutes Transfer Instructions. Contact a Records Management Analyst (local government agencies; state government agencies) with any questions.
  • Save digital minutes as single-page TIFF, PDF, or PDF/A files.
  • Review minutes for accuracy; page numbers, volume and book numbers, and dates must match the printed records.
  • Check that the digital transfer has 600 or more pages of minutes and represents only complete volumes.
  • Name files so that they sort in the same order as the physical minutes. File names cannot be longer than 20 characters or contain special characters or blank spaces.
  • Bag files with the Library of Congress’ Bagger software. Please consult the Bagger GUI User Guide on how to download and use the software.
  • Complete an Electronic Records Transfer (RC-2D) form.

Any records not meeting these requirements may be returned. The Collections Services Section cannot provide microfilming services in a timely manner if there are delays as a result of improper preparation.