Andrew,

I was deliberately brief in my previous post, knowing that you have many
years experience in the Records Management division of another Washington
County, and assumed that you were familiar with the services offered by our
state's Archives and Records Management division.  However, I am still
curious about you interest in destroying the original records of series
appraised as permanent/archival.  Unless the State Archives has certified
that these records are not wanted for transfer, it would seem that they are
ineligible for destruction or transfer to any other facility or institution.
Could you elaborate?

Elizabeth Fairfax

-----Original Message-----
From: Penta, Andrew [mailto:[log in to unmask]] 
Sent: Tuesday, February 07, 2006 2:03 PM
To: [log in to unmask]
Subject: [RM] Cost comparisons


Hello, I'm fairly new to the list, and this is my first inquiry posting. I
have enjoyed reading and have learned much from what I have seen the list
membership post, and I'm certain that I will be appreciative of any feedback
I receive from this question.

I am looking for cost comparisons, or a cost-benefit analysis comparing
microfilming files  rather than continuing to store paper in boxes.
Specifically, a large department I work with has digitally scanned thousands
of permanent retention official public records, but has not invested in
producing preservation microfilm back-up for the scanned images.  By law in
the State of Washington, to be able to destroy the paper source documents of
permanent files, the files must be filmed, regardless if thy are scanned (or
you can go through a complex process to have your scanning system certified
by the state, which would remove the requirement to microfilm).  I'm
thinking that it would be more economical (and less risky) to produce
microfilm directly from the scanned digital images and destroy the paper
files, than to continue to store an ever increasing volume of paper, and now
I'm looking for information on the costs to strengthen my case.  

Andrew Penta
Records Officer
Records Management Division,
Clark County General Services Dept. 
ext. 4009, or (360) 397-2191
e-mail:  [log in to unmask]

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