Microfilming Records
Why records should be filmed
There are various reasons for filming records. One of the most important reasons is for preservation of the information. Microfilm is recognized as very durable media for permanent records, with an estimated lifespan of 500+ years when stored in the proper environment. Filming also provides security of information vital to the operation of your office. If you film records and store the film off-site, then the data will always be available, even if the original paper is destroyed or lost. The need for space can also be a factor since a roll of 35mm microfilm can hold about 900 pages and a roll of 16mm about 3000 pages.
What records should be filmed
Records which are of permanent value or which have a retention longer than twenty years should be filmed because it is the most cost-effective way to store the information. The cost of storing paper in a records center balances the cost of filming after approximately twenty years. Storing paper in an office setting (which is very expensive) would justify the cost of filming well before the twenty-year mark.
Records whose original format has intrinsic value would also benefit from filming in order to save wear and tear on the original. If the records do not have intrinsic or even permanent value, but are used frequently, microfilming can still save on wear and tear.
How to film records
When considering filming options, consult your agency's analyst at the State Archives. This individual will help you determine the feasibility of filming and give you information about who can film the records for you. Utah State Archives policy currently indicates four options for filming: filming by the State Archives, filming by Utah Correctional Industries (UCI), filming records yourself in your agency, or using a private vendor.
The State Archives can film an agency's records for the cost of any preparation time plus a charge per exposure. There is no charge for processing, inspection, or storage of the master film. Typically, the State Archives films records only if they are particularly fragile or contain sensitive information.
The Utah Correctional Industries (UCI) has a filming facility, and filming is done by inmates. The records are filmed according to all archival standards. They charge for preparation time and per exposure, but the Archives still handles processing, inspection, and storage for which there is still no charge. The agency will still receive one free copy. To contact UCI, call (801) 576-7700.
An agency may borrow a camera from the Archives at no charge if they wish to do their own filming. Archives staff will train agencies to assure quality filming. The State Archives will process, inspect, and store the film free. The agency's cost includes the cost of the film and the salary/time of the employee doing the filming.
An agency can also use a private vendor through the regular bidding process. This option is generally more expensive because they are for-profit businesses. All archival standards must be adherred to if using a private vendor. This should be agreed upon by the vendor prior to filming to avoid costly retakes.
Microfilming records in the future
Working with Archives and the Utah Associatin of Counties, fourteen Utah Counties combined their resources in 2008 to purchase a Staude SM51 (Digital Image Converter). This equipment photographs digital images, thus allowing agencies to save electronic records on the state server where Archives retrieves them and creates a microfilm copy.
While this technology is available only to participating counties, it is anticipated that it will become more widely available in the future. The digital image converter requires TIFF images which have been scanned at 300 ppi. See directions for using the digital image converter.
This page was last updated October 15, 2009.