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. Thin 16mm film can store about 6000 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.

Microfilm vs. Microfiche
When a decision has been made to film records, another decision needs to be made regarding which format to use: microfilm or microfiche. Both have advantages and disadvantages. Microfilm comes in rolls 100 feet long (200 feet for thin film). Once filming is completed, adding a new frame (page) somewhere in the middle of the film is difficult, so if you have files which are added to frequently, microfilm may not be the best option. Microfiche (105mm film divided into "cards") allows additions more easily because extra fiche can be filed behind the first, keeping data intact. Each fiche holds approximately 90 pages of information. Microfiche is somewhat easier to use and to find information quickly, though microfilm can be set up so that users can move to bookmarks (called "blips") quickly anywhere on the film reel. This does require film reader machines to utilize the "blip" system, however. Generally speaking, microfilm is less expensive than microfiche. Microfiche tend to get misplaced more easily than film, too.

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, and the agency receives one free copy. 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 at the state prison, 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.

An agency may borrow a camera from the Archives at no charge or purchase one of their own if they wish to do their own filming. Agency employees will be trained by Archives staff and receive documentation 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.


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