Archiving Documents In Ontario: Preserving Your Documents With Microfilming

Archiving documents in Ontario is a practice using technology to preserve documents

. For the purpose of this article, archiving will refer to making analogue, microfilm backups of a business digital or paper records.

Also called archive writing, archiving with microfilm protects your documents from technology obsolescence. It also eliminates paper storage costs. But most importantly, archiving documents in Ontario protects business documents from disaster and other damaging events.

Why Use Microfilm for Archiving Documents in Ontario?

The number one reason for using microfilm is it lasts 500 years! No other medium has the staying power of microfilm. If you need your documents to last the test of time, then microfilming should be your archiving choice.

In addition, governments are placing greater demands on business accountability. Business documents must meet stringent security requirements to avoid legal or governmental repercussions.

Many things can happen to a digital or paper document:

A computer file can be accidentally deleted or changed.

Viruses can attack a computer system and erase hard drives.

Paper documents can get lost or misfiled from numerous people physically handling them.

Paper documents deteriorate over time, are easily damaged and become unreadable.

Therefore, the absolute best protection you can provide is to archive your documents in microfilm format. That way, youll have easily accessible business documents in both digital and analogue formats.

The What and Why of Microfilming for Archiving Documents in Ontario

Microfilming is a back-up technology that allows documents to be read by the naked eye. No special hardware or software is needed to read microfilm and its not dependent on any technology.

Companies benefit from microfilming in a number of ways. First, its cheaper than backing up digital data. Since its not dependent on technology, you dont need to make continual investments in upgrades or maintenance.

In addition, the quality is superior to digital files. Computers work on a dots-per-inch basis. However, real-life images contain a tremendous amount of detail. Plus, microfilm is always an acceptable courtroom standard for documents. Unlike digital data, it cant be altered in any way.

Archiving documents in Ontario can be done with many sources, including:

Old and delicate historical documents

Newspapers and Magazines

Drawings, maps and blueprints

Books and Articles

Photographs and Other Images

Reports and Other Business Documents

No other archiving format will protect your critical business documents like microfilming. All other forms of back-up are too fragile to stand the test of time. Many companies store microfilm backups in safe locations, like vaults. That way, theyve got a safety net in case something happens to their in-house information.

When archiving documents in Ontario, its important to select a qualified vendor. You want a partner well experienced in the entire microfilming process from scanning to storage. A service provider with advanced skills can also help you repair any current microfilm that may have suffered as a result of poor storage.

A good microfilming company will have state-of-the art storage facilities that are free from materials that can damage microfilm. Your vendor should operate this facility at optimum temperature and humidity levels to best preserve your documents. With the right archiving vendor, your documents should last not years, but centuries!

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