2. • Archiving documents to microfilm makes good
sense for every organization, especially if
preserving information is a priority.
Documents vital to a company’s operation,
public records or historical papers need to be
retained permanently. Microfilming is the
most economical way to safeguard
information.
3. • Why microfilm when the world has gone digital?
Archiving documents digitally seems like a popular,
simple and affordable method for storing information.
But this approach does not come without some risk.
• Because of the vulnerabilities with digital data,
microfilm makes a wise backup choice. The best
scenario for archiving documents is to deploy both
digital and microfilm backups. Digital archives allow
you to access information easily and quickly. And
microfilm provides the much-needed staying-power for
many types of information.
4. • Advantages of Archiving Documents with
Microfilm
• Microfilming provides many benefits when you
need to protect and preserve critical information.
With a life expectancy of decades, you can be
assured your records will be available whenever
you need them. In addition, microfilming is very
economical. In many cases, you’ll pay no more
for a microfilm version of your documents than
you would for a printed copy.
5. • Other cost savings involve storage. Because you won’t
need space intensive paper, you can eliminate physical
space and filing cabinets.
• When compared to digital archives, you’ll save on
equipment costs. Digital hardware and software evolves
quickly. By archiving documents using microfilm, you won’t
be required to invest in expensive technology upgrades
unless you want to maintain both types of backups.
• Microfilm is a legally accepted format for records. If you
need to maintain your information over long periods of
time, microfilming is the best way to go.
6. • Why Digital Data Doesn’t Provide the Best
Safety Net
• When you need to preserve information, you
need a lasting and reliable method. Digital
backups may be an acceptable way to store your
data if your business doesn’t depend on the
information availability. However, if you must
maintain access to information critical to
business operations over very long periods of
time, digital archives aren’t the best choice.
7. • For long-term storage, digitally archiving
documents can be a risky venture for several
following reasons. As mentioned previously,
technology changes quickly and may be
rendered obsolete while you still need access
to important documents. To avoid this
obsolescence, you’ll need to make sure you
invest in hardware and software upgrades as
they become available.
8. • Digital data is also more fragile and
susceptible to human and equipment error.
Data can be lost because someone didn’t
perform appropriate backups or technology
failed. Digital documents can also be hacked
from inside and outside the organization.
Other vulnerabilities include natural disasters,
power failures and other events that could
make computer systems unavailable.
9. • Archiving documents using microfilm can eliminate
risks associated with system outages. Your microfilm
records have a better chance of surviving natural
disasters, equipment failures and human errors.
• Finally, digital data may not provide the necessary
safeguards to comply with regulations. Archiving
documents on microfilm can create lasting, accessible
and unalterable information. Microfilm provides a
more permanent record that maintains its integrity
over time.
10. • When your business depends on information
for continued operations and/or regulatory
compliance, archiving documents on microfilm
can provide the necessary safety net. Properly
safeguarding your company information
delivers unmatched peace of mind.
11. • Kevin D'Arcy is VP of Sales and Marketing for
MES Hybrid Document Systems, Ontario's
leading document scanning and document
management supplier. For more information
about Archiving Documents, visit
http://www.mesltd.ca/service.html?id=8
