Per ARM 44.14.101, agencies may rely on digital records for their official record(s), so long as a Records Retention Schedule and digital migration plan are completed and approved by the State Records Committee. The benefits of having records digitally stored and electronically available, or placed on microfilm, must be weighed against other business and information technology requirements, such as retention periods, storage capacities and costs, migration requirements, application obsolescence, litigation holds, open government and etc.
Many records have a retention period beyond a few years. Security and preservation requirements need to be identified and addressed in order to ensure records can be made available through an agency’s attention to refreshment cycles and technology changes, which normally occur about every four years. Technology change considerations include software versions, replacement or changes in operating systems, hardware device changes, portable or hosted storage, etc.
Microfilm continues to be the most universally accepted archival format, with a life expectancy of 500 years. It provides excellent results for many flat materials including newspapers, manuscripts, and maps. If you have paper or electronic images that you want to transfer to microfilm, we have the solution for you. Please contact Jim Shaw at firstname.lastname@example.org or 406.444.9083