Archiving Documents In Ontario: Why Convert Digital Documents To Microfilm?

Archiving documents in Ontario can take many forms

. Paper documents can be digitized to PDF formats. Digital data can be stored on CDs, DVD, flash drives and magnetic tape. And, all forms of documents can be transferred to microfilm.

But, why should you microfilm documents youve already converted to a digital format? No doubt digital is the option of choice when youre working with and backup up your document data. Using digital data during everyday operations is a practical choice. However, the option to use microfilm is still viable, even after you transition your companys paper documents into digital format.

The answer involves how long you may want to information to be readily available in a quality format. Taking the additional step from digital to microfilm is a smart choice for archiving documents in Ontario. Microfilming provides an excellent disaster recovery strategy that more and more companies are using.

Microfilm Compared to Digital Formats for Archiving Documents in Ontario

When stored properly, microfilm can last over 500 years!. Think about how easily you can read documents from the turn of the century at local libraries. Without using this format, many historical documents might not have been preserved.

In addition to libraries, several government agencies want documents that arent dependent on technology to read them. Using just your eyes to read any type of document is a big bonus for numerous government and business entities.

To compare microfilm to digital methods for archiving documents in Ontario, its important to look at the various methods for digital storage. Microfilming basically provides one method. However, digital storage can be accomplished by using hard disks, CDs, DVDs, flash drives and magnetic tapes. Each of these formats has pros and cons.

When considering these digital archival methods compared to microfilming, the major difference involves their longevity. Weve already noted microfilm can last upwards of 500 years. So whats the likely life of the digital formats for archiving documents in Ontario?

Magnetic tape archival methods can last around 20 years. This format is being used extensively still today. Another frequently used format is optical media (CD/DVDs) but many people would be surprised to learn the life expectancy of these medias are on;y 7-9 years.

Additionally, the technology must be available to read them well into the future. As we have seen with older storage formats like the 5 floppy, you wont always have access to a computer that can read them.

Flash drives may also last a longer time like a CD. However, they contain a lot of moving parts and are more susceptible to breaking down. Relying on data contained within a flash drive for the next 100 years is not very reassuring. The bottom line with digital formats used for archiving documents in Ontario is theres not much experience with them lasting decades.

Digital technology is relatively new and its changing all the time. We just cant be assured the documents we store digitally will be available 100s of years from now. If a government agency or business must ensure reliable access for this type of time span, then microfilming is the best archiving choice today. Microfilming can bring you the necessary peace-of-mind for archiving documents in Ontario.

by: Kevin D'Arcy

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