Lynn,
Survey your microfilm holdings. determine among other things, record type,
retention, condition, and availabilty of backup copies. When records of
varying retention are on the same strip, you keep the strip for the longest
retention period of the records on it. I really don't recommend cutting the
strips and sleeving them. I've done it, wow, talk about time consuming. Keep
in mind I did it when the records were first filmed. Anything you do to the
records at this point is going to increase your organizations investment in
them. If you don't spend the company's money wisely, this could end up being
a CLM.
Microfilm is not meant to last forever. It is used to capture records in a
more concise format, as a preservaton tool, and to speed retrieval. Once you
discrimate between the records that need to me maintained and those that can
be disposed of, migrate the records to a more current media. Dispse of the
microfilm.
From a policy persective the paper that you printed out from film should be
labled as copies, the digital records you will create should be labled
electronic originals. Lawyers can't live with em' can't shoot em' (well...
maybe in texas :) ).
Chris Flynn
>From: Lynn Frank <[log in to unmask]>
>Reply-To: Records Management Program <[log in to unmask]>
>To: [log in to unmask]
>Subject: Old Microfilm
>Date: Wed, 28 Feb 2007 14:44:39 -0500
>
>Hi,
>
>I am one of those individuals that reads your thoughts and comments without
>writing. Until now.
>
>I would appreciate the groups' wisdom on dealing with microfilm from the
>early 1970's. When recently called upon to locate a very old file, I found
>documents on microfilm. After contacting six companies I found one that
>was willing to print out the pages on the microfilm without first scanning
>them (this at the attorneys' request).
>
> Now I have been tasked to co- author a written policy for our firm
>concerning the retention of the films. You see during my search I noticed
>documents of varying retention periods ( from 60 years ago to permanent)
>and called this to the attention of our firm's attorney.
>
>Has anyone been involved with a project like this? Any thoughts on the
>most efficient way to proceed?
>
>Thanks,
>
>Lynn
>
>
>
>
>
>
>
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