Karen, my recommendation would be to look at digitization of the hard
copy, then transfer of the images to security microfilm for long term
storage, then recycling of the hard copy after appropriate quality
inspections. That way you can take advantage of the usage capabilities
of digitized documents; reduce your hard copy storage costs; and
maintain the records in a preservation format (silver microfilm) that,
properly produced and stored, have a 500 year life expectancy. This
format can also be used for future re-scanning if the electronic files
get corrupted or become obsolete. This type of service is readily
available throughout the country. Another option is to simply microfilm
the hard copy, and destroy the hard copy once filmed. This requires the
maintenance of reader/scanners for access - if the usage rate is
relatively high, this may present challenges. In my experience, the cost
of straight hard copy microfilming vs. scanning/microfilming is not that
significant for records of any volume.

Dwight Wallis, CRM
Records Administrator
Multnomah County Fleet, Records, Electronics, Distribution and Stores
(FREDS)
1620 S.E. 190th Avenue
Portland, OR 97233
Phone: (503)988-3741
Fax: (503)988-3754
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