Gordy, we have been using microfilm as a back up for 75+ year retention
electronic records, including the county's deed records, and the payroll
registers generated out of SAP. Regarding the latter, I was surprised in
a recent SAP archiving project that the film is actually being used
extensively, even though the data is still currently on-line and active.
I'll confess that I am not entirely sure why this is the case.

Regarding microfilm backup of this kind, I would look into microfilm
service bureaus, not necessarily solely into traditional COM firms
(which is where the IT folks generally want to go). I have found the
service much more responsive, the quality superior, and the price
significantly less - at least in our neck of the woods. This kind of
technology is commonly used in support of county recording functions, so
it is relatively wide spread.

Also, recognize that the microfilm you may generate does not necessarily
need to meet standards designed for 500 year security film. If you are
only going to keep it for less than 100 years, you can look at options
such as thin film; you can also make some compromises regarding density,
resolution, etc... The latter helps when you are generating microfilm
from job control language or other type of data stream as opposed to an
actual image file. The reports may not meet the standards of long range
microfilm, or may require extensive reprogramming to meet those
standards, but they may be good enough for shorter term backup purposes.
This also can help keep costs down.

Dwight Wallis, CRM
Records Administrator
Multnomah County Records Management Program
1620 SE 190th Avenue
Gresham, OR 97233
phone: (503)988-3741
fax: (503)988-3754
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