Microfilming Records 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. Once those records are filmed, we store the silver-halide originals in our security vault. These records include:

Adoption Records

While the process for transferring adoption records for microfilming is very similar to the process outlined below for maps/plats, there are some slight logistical differences. For more information about microfilming adoption records, please contact Mark Holland, Records Analysis Unit Supervisor.

Preparing Maps/Plats for Microfilming

Preparation of the maps/plats is the responsibility of the custodian and must be completed before the records are delivered to the Government Records Section for filming. Maps/plats are microfilmed onto 35mm x 100' microfilm. Each reel holds about 400 maps/plats. For costs, see Duplication Fees. 

After your maps/plats have been imaged, please do not alter the maps/plats. Any modification of the original maps/plats after imaging will invalidate the microfilm copy.

Originals and Paper Copies

Preparation

  • Organize maps/plats in the correct order, such as numerical or chronological. Records are imaged in the exact order received.
  • Remove all staples and paper clips. Separate all documents taped together.
  • Unfold all documents and smooth out corner folds
  • Identify the first and last dates of the records
  • If records are bundled in tubes, volumes etc., identify start and end dates, and the start and finish plat / sheet numbers within each bundle

Document Submission

  • Complete a Certification of the Preparation of Records for Microfilming form, ensuring all sections are completed, and if necessary, using additional page(s) to list bundles.  This Certification must accompany the maps/plats.
  • Original maps/plats must not be mailed. Please contact Kayla Leonard to arrange for the transfer of original maps/plats
  • Copies of plats and maps should be mailed to:
    • Government Records Section
      c/o Flannery Fitch
      State Records Center
      4615 Mail Service Center
      Raleigh, NC 27699-4615 

Electronic Records

Preparation

Digital maps and plats should be uncompressed, single page TIFFs, PDFs, or PDF/As with a minimum resolution of 300 dpi, and comply with the following:

  • Records are in the correct order
  • First and last dates of the records are identified
  • Records are in groups of 100s (Approximately 400 records will fill a reel)
  • There are no folders within folders
  • Further information can be found in Conversion of Electronic Records to Microfilm published by the Archives’ Imaging Unit.
  • Prepare the digital transfer using the Library of Congress’s Bagger software. Please refer to the State Archives' Bagger GUI User Guide for further guidance.
  • Plats need to be in order by volume / cabinet number and page, and the file-naming convention must reflect this information.
  • After using Bagger, compress files into .zip files.

NOTE: Unbagged materials will be returned to the Register of Deeds for bagging in order to maintain chain of custody for the records.

Image Submission

  • Complete a Local Digital Transfer form, ensuring all sections are completed.
  • The completed form(s) should be emailed to Kayla Leonard. Kayla will follow up with a secure file transfer link to where your files can be submitted.

Other Register of Deed Records

The State Archives of North Carolina also offers storage of microfilm produced by commercial vendors. We will accept the following record series on microfilm.  Please have your commercial vendor send reels to the State Archives based on the categories below and have them label the microfilm reel according to the appropriate record series as defined in the retention schedule. 

Bonds, Licenses, Oaths, and Registrations
  • Corporations (Incorporations) Records and Index
  • Notaries Public Records and Index
  • Partnerships And Assumed Names Records and Index
  • Timber Marks and Index
Land and Property Records
  • Deeds, Record of and Index
  • Deeds Of Trust (Mortgages), Record of and Index
  • Highway Right‐Of‐Way Maps and Index
  • Land Entry Book
  • Land Grant Register
  • Mineral Rights Records and Index
  • Official Record Book and Index
  • Petroleum Leases Register
  • Plats, Maps, And Index
  • Registration Of Titles (Torrens Act) and Index
  • Surveys, Record of and Index
  • Uniform Commercial Code – Real Property
Marriage, Divorce, and Vital Statistics
  • Graves Removal Records
  • Marriage Licenses
  • Marriage Register
  • Vital Records: Births and Index
  • Vital Records: Deaths and Index
  • Vital Records: Delayed Births and Index
Miscellaneous Records
  • Armed Forces Discharges and Index
  • Armed Forces Discharge Removal Request Forms 
  • Cemetery Lists
  • Farm Name Register
  • Website (Register Of Deeds), Request To Redact Personal Information
     

Reels of microfilm produced by commercial vendors should be mailed to:

  • Collection Management Branch
    109 E. Jones Street
    4614 Mail Service Center
    Raleigh, NC 27601
     

 

 

 

 

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