Utah Department of Administrative Services

Division of Archives & Records Service

What Records Should Be Microfilmed?

The County General Records Retention schedule does not designate records that should be microfilmed. Agencies are not required to microfilm their records, but should consider that microfilming provides both security for valuable records and is a viable option for the storage of bulky paper records required to be maintained for long periods.

Microfilming is very labor-intensive and costly process. It should not be used for all records. Generally, it is not cost effective to microfilm records that have a legal minimum retention period of less than twenty years. It is most cost effective to store such records at a records center than to have them microfilmed. Other factors could be considered including the amount (e.g., State Income Tax Returns) and security concerns.

Frequently microfilmed county records include As-built plans, Annual reports, Audit reports, Building permits, County Commission Minutes, Deed Records, Ordinances and resolutions, and Special reports.

By Utah law (UCA 63-2-906, certain standards must be followed in the microfilming of public records. These standards are required to protect the long-term preservation of the microfilm, to protect the information, to assure the integrity and authenticity of the document and to guarantee acceptance of microfilm as admissible evidence in a court of law.

Contact the State Archives if you require further assistance. Through the use of a micrographics feasibility study, the State Archives will work with county agencies to determine which records are appropriate to microfilm and how.