Archiving Documents - MES Hybrid

1
Archiving Documents

• Why Preserve Your Documents in Microfilm

2
Archiving Documents

• Archiving documents to microfilm makes good sense
  for every organization, especially if preserving
  information is a priority. Documents vital to a
  companys operation, public records or historical
  papers need to be retained permanently.
  Microfilming is the most economical way to
  safeguard information.

3
Archiving Documents

• Why microfilm when the world has gone digital?
  Archiving documents digitally seems like a
  popular, simple and affordable method for storing
  information. But this approach does not come
  without some risk.
• Because of the vulnerabilities with digital data,
  microfilm makes a wise backup choice. The best
  scenario for archiving documents is to deploy
  both digital and microfilm backups. Digital
  archives allow you to access information easily
  and quickly. And microfilm provides the
  much-needed staying-power for many types of
  information.

4
Archiving Documents

• Advantages of Archiving Documents with Microfilm
•  
• Microfilming provides many benefits when you need
  to protect and preserve critical information.
  With a life expectancy of decades, you can be
  assured your records will be available whenever
  you need them. In addition, microfilming is very
  economical. In many cases, youll pay no more
  for a microfilm version of your documents than
  you would for a printed copy.

5
Archiving Documents

• Other cost savings involve storage. Because you
  wont need space intensive paper, you can
  eliminate physical space and filing cabinets.
•  
• When compared to digital archives, youll save on
  equipment costs. Digital hardware and software
  evolves quickly. By archiving documents using
  microfilm, you wont be required to invest in
  expensive technology upgrades unless you want to
  maintain both types of backups.
• Microfilm is a legally accepted format for
  records. If you need to maintain your information
  over long periods of time, microfilming is the
  best way to go.

6
Archiving Documents

• Why Digital Data Doesnt Provide the Best Safety
  Net
• When you need to preserve information, you need a
  lasting and reliable method. Digital backups may
  be an acceptable way to store your data if your
  business doesnt depend on the information
  availability. However, if you must maintain
  access to information critical to business
  operations over very long periods of time,
  digital archives arent the best choice.

7
Archiving Documents

• For long-term storage, digitally archiving
  documents can be a risky venture for several
  following reasons. As mentioned previously,
  technology changes quickly and may be rendered
  obsolete while you still need access to important
  documents. To avoid this obsolescence, youll
  need to make sure you invest in hardware and
  software upgrades as they become available.

8
Archiving Documents

• Digital data is also more fragile and susceptible
  to human and equipment error. Data can be lost
  because someone didnt perform appropriate
  backups or technology failed. Digital documents
  can also be hacked from inside and outside the
  organization. Other vulnerabilities include
  natural disasters, power failures and other
  events that could make computer systems
  unavailable.

9
Archiving Documents

• Archiving documents using microfilm can eliminate
  risks associated with system outages. Your
  microfilm records have a better chance of
  surviving natural disasters, equipment failures
  and human errors.
• Finally, digital data may not provide the
  necessary safeguards to comply with regulations.
  Archiving documents on microfilm can create
  lasting, accessible and unalterable information.
  Microfilm provides a more permanent record that
  maintains its integrity over time.

10
Archiving Documents

• When your business depends on information for
  continued operations and/or regulatory
  compliance, archiving documents on microfilm can
  provide the necessary safety net. Properly
  safeguarding your company information delivers
  unmatched peace of mind.

11
About the Author

• Kevin D'Arcy is VP of Sales and Marketing for MES
  Hybrid Document Systems, Ontario's leading
  document scanning and document management
  supplier. For more information about Archiving
  Documents, visit http//www.mesltd.ca/service.html
  ?id8