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For more than fifty years, microfilming has proved to be the most cost
effective way to preserve a large amount of records for informational content.
Today there are logical reasons for continuing to create preservation
microfilming, but scanning of documents and maintaining and accessing them
electronically is becoming more feasible, practical and cost effective. Ultimately, each congregation will have to determine how much
time, money and expertise they are willing to commit for long-term preservation
of their records.
Microfilming
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Accessible using light and magnifying sources. |
Image capture: retakes needed if there is a mistake on the film. Image
quality can range from quite poor to excellent. |
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Polyester film estimated to last 500 years, acetate film estimated to last
100 years. |
Filming is labor intensive. |
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Multiple patron use of a durable format; easier to store than paper.
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Limited search capabilities. |
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Film
can be converted to electronic format to be accessed using a computer. |
Original negatives need to be stored offsite. Use copies can deteriorate
over time. |
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Meets recognized archival standards. |
Equipment needed: reader/printer. |
Digitizing
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Commercially available to anyone. |
Software technology changes and scanned images need to be migrated to latest
versions. |
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Images may be manipulated for better clarity, quality. |
Scanning can be labor intensive and scans need to be indexed for document
retrieval. |
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Search capabilities are extensive with OCR indexing or key-word searching. |
Initial financial investment in equipment can be expensive. |
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Efficient delivery to researchers: including via the internet. |
Equipment/hardware always changing. |
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Multiple patron use, discs are fairly durable and easier to store than
paper. |
Standards still evolving. |
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Electronic files can be backed up the same as data files for disaster
protection. |
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Microfilm and digitizing (scanning) can work in a complementary way and may not
be an either/or situation. Microfilm may work best for less frequently accessed
records that are still legible. Scanning will work best for material that has
lasting value and needs to be immediately accessible to a number of people
and/or would be more readable using digital enhancement capabilities. This hybrid approach is typical and may also be based on available
funds.
Three Preservation Approaches
Option 1 - Photocopying
Photocopy valuable records on to acid-free paper. Do not copy records that could
be destroyed during photocopying process. Determine safe storage on-site in
archives or other protected area and in archival containers. Determine off-site
storage for copies of original records in archival containers.
Option 2 - Microfilming
Microfilm valuable records using 35mm, silver-based film that meets archival
standards. Make sure “three generations” of film are created, by making a second
copy negative at the time of processing. Store the original microfilm negative
off-site and only use it to make other copy negatives. Keep the copy negative
closer at hand and use to make reference or positive copies. Use positive copies
of films and store the original paper records in archival containers. Paper
copies should be retained unless the paper is no longer usable even as an
artifact, that is for short-term displays and special occasions. Since you can
transfer microfilm to digital formats, you still have that option.
See Guidelines for Preparing Records for
Microfilming.
Option 3 - Scanning and Digital Photography
Scan or digitally photograph valuable records using highest current quality
standards. Store backup discs/tapes off-site, but also maintain the original
paper version. Ensure that software is supported into the future, i.e., migrate
digital information forward through technological changes of software and
hardware. Convert to microfilm if that is a more accessible medium and/or
supporting the digital form is no longer possible. |
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Print-ready PDF versions
A Brief Guide for Archives of
Congregations
The Work of a Congregational Archivist
Final Disposition Policy - Sample Wording
Guidelines for Preparing Records for Microfilming
Comparison of Microfilming and Digital Preservation Technologies
Sample Access Policy
Note: These pdf files require
Adobe Acrobat 6 or higher.
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