DIMOC - Physical VI FAQ

Physical VI Frequently Asked Questions

If your specific question is not answered here, you can email our archivist team at DIMOC-Archivists@mail.mil.

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Is there a legal and/or policy requirement to preserve historical media?
Yes, per 44 U.S. Code; 36 CFR (Code of Federal Regulations); DoD Instruction 5040.02, Visual Information; and the National Archives Visual Information Records Schedule.
Can I just scan the physical images on my own and send it electronically?
No. DIMOC maintains a centralized, standardized program to professionally scan, track, preserve and archive each piece of visual information, as well as manage any associated metadata. This program is designed to take the burden off the DoD commands, organizations, units and personnel. There is no need to scan anything yourself or send it through DVIDS, email or other electronic means. Do not create VIRINs for physical media if one does not exist. DIMOC will assign identification numbers to the digitized files. Contact DIMOC if you have questions.
Can I send our physical and/or digital assets directly to NARA?
No. The records are DoD property, and are subject to the DoD archival process before they are offered to NARA. DIMOC is the official VI records center and conduit for transferring DoD visual information to NARA.
Can I send our physical and/or analog assets directly to DIMOC without prior coordination?
No. The DIMOC archival staff must coordinate all incoming media with submitting organizations for the purposes of scheduling and providing specific shipping guidance. Shipments received without prior coordination are subject to being returned to the sender.
Do you take classified or FOUO physical media?
- DIMOC no longer takes classified physical media. However, DIMOC can provide assistance for this records management by way of the National Archives. Please contact DIMOC about this procedure.
- DIMOC can receive FOUO media. (Note: Unless the FOUO content has a FOIA exemption clearly stated within the Release Authority Instructions, DIMOC has authority to release content after it is six months old. Only content that has a FOIA exemption will be held in an FOUO status by DIMOC.)
We have born-digital media, but more than we can send electronically. How can we get those images to DIMOC?
Contact the DIMOC archival staff to coordinate the use of external hard drives containing sufficient storage for your digital files and associated metadata. Follow their instructions to send the drives back to DIMOC.
I have images with no supporting information (captions and metadata). Should I still include them?
The DIMOC archival staff will issue specific guidance on a case-by-case basis.
What if my command has directed the physical media be disposed of (e.g., thrown away, shredded)?
Regardless of its age or condition, physical VI is still a federal record that must not be thrown away, per federal regulations and the VI Records Schedule described above. Please inform your command of these requirements, and contact DIMOC archival staff for assistance. DIMOC will be happy to provide appropriate guidance to your command.
Can I send VI not owned or produced by the Department of Defense or U.S. Government?
No. This program is for content produced/created on behalf of the DoD by military, civilian and contract employees. Certain types of copyrighted content are eligible; please contact the DIMOC archival staff for more clarification. Private donations of content are sometimes accepted.
We have magnetic disks and a roll of undeveloped film. Can DIMOC take them?
We cannot take floppy or zip disks, but NARA can. Please contact us to discuss the nature of such holdings. We do not have a film lab; if you can get it developed, we can accept the negatives.
I am a former military photographer and I have a collection of physical VI. Can I submit them to be digitized, or leave them to the DoD?
Please contact the DIMOC archival staff to discuss the unique nature of your request.
Will I get my original media back?
In almost all cases, no. The original media, which belongs to the DoD, will be preserved in a climate-controlled facility. We can provide you digital access via the web and in some cases, DVD copies with the content. Please include this in your request when you contact us.
Where does the physical media go? Can I see it once it is digitized?
The physical media will be sent to the DoD VI Records Center in Riverside, California, where it will be stored in a climate-controlled facility. While there, the content will be accounted for using unique barcodes assigned to each physical item. The content will be processed for metadata (e.g. caption information, etc.), and entered into the queue for digitization. The digitized media will be made available to you via a website. Please see our physical media workflow diagram.
How long will the process take?
It varies, depending on the amount and type(s) of physical media. Items requiring more preservation will take longer to make available to the public. The DIMOC archival staff can provide specific information related to your collection.
Where do I send the media? Will I get a receipt?
DIMOC will provide shipping instructions. We provide tracking information, and an email receipt is sent upon arrival.
Will DIMOC pay for shipping?
In most cases, no. DIMOC will work with contributing organizations to ship the media on a case-by-case basis. Please contact us for further discussion.

Contact the Archivists

Monday-Friday,
7 a.m. to 4 p.m. Eastern Time
Except federal holidays

Email: DIMOC-Archivists@mail.mil