Question: Our organization is considering archiving options. Which is better: film or electronic archiving? Or both?

Answer: We are often times presented with this high level question by companies that are at the beginning stages of archiving projects or implementing a "Business Continuity" plan to anticipate recovery from natural or technological disasters. The best solution often, however, is defined by the needs and requirements of the particular organization. Moreover, the preservation of critical paper and electronic records has taken on renewed relevance in light of corporate scandals and changes in regulatory, legal, and auditing practices including HIPAA, Sarbanes-Oxley Act, and the Patriot Act (click each for more information).

Film: While many companies promote their internal use of "latest and greatest" technology, there are some instances where film, considered by some to be "retro-tech", is the better choice. Film archiving (microfiche and microfilm) of records may be the critical component in satisfying high-quality image standards and legal liability requirements of storing documents with a perpetual lifespan. Insurance and property records are excellent examples of documents with notable "legacy value" that is preserved by storing on film. Government agencies and cultural organizations also recognize that film storage answers the unique preservation needs of historical/cultural artifacts and documents.

Above and beyond those priorities, the cost and significance of regulatory mandates associated with corporate compliance, particularly records management, have increased notably in recent years. As a result, many more companies, not just those in traditionally regulated environments such as pharmaceuticals and aerospace are finding that they need to change from a departmental plan or ad hoc approach to an enterprise-wide compliance strategy. Organizations must be prepared to meet the regulatory requirements of HIPAA, the DoD 5015.2 Standard, the Sarbanes-Oxley Act of 2002, or the SEC's Rule 17a.

Additionally, the longevity benefits of film storage are realized only when archives are stored correctly. For example, companies should keep a master film of documents that is rarely if ever used for document retrieval, relying instead on a copy film of the master for regular retrieval. A copy film offers access to records and, with proper care, offers a reasonably long service life. (Electronic Storage is discussed next...)

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