Should Records Be Reformatted?
Reformatting from paper to another medium often is viewed as the cure to records storage woes. However, while records conversions can make a significant improvement in efficiently managing information, they should be carefully considered. Reformatting is not always the best solution to a recordkeeping problem, and it usually is not the least expensive solution. Before implementing a reformatting plan, explore alternatives, such as applying retention schedule requirements regularly, using a records center for storage, and purging files.
When To Reformat or Convert
Records should not be converted or reformatted solely for space-saving purposes.* An analysis of the records should be completed before any final decision is made. Consider the following when evaluating the necessity and practicality of reformatting:
• Historical or otherwise valuable records that are in bad physical condition.
• Records that have a long retention period, are permanent, vital or historical.
• Records that have a high retrieval rate.
• Records that are needed by multiple users simultaneously.
• Records needed at multiple locations.
• Records that have important research value.
• Records that are oversized and bulky and meet one or more other criteria for reformatting.
• Records that need to be stored separately for security reasons.
• Records that incorporate workflow (i.e., purchase orders, claims).
Reformatting Options
There are two major methods used for imaging records: the tried-and-true method of microfilming, and scanning. Both have their advantages and disadvantages, depending on their application and the anticipated use of the reproduced documents.
Paper to film. Source document microfilm is a method of converting paper to film. It is one of the most widely used means of reproducing records, and is reliable. Microfilm has standard formats with generally low-tech and low-cost retrieval equipment. One can assume that once information is recorded on microfilm, it will be permanently available. Multiple copies also can be made for wider distribution and use of the information. See Management Directive 210.8 for standards for microfilming.
Electronic data to film. Computer Output Microfilm (COM) is a conversion of electronic information to microfilm. Some advantages of COM are:
• It saves storage and mailing costs by generating information onto film rather than onto bulky, acidic, computer-generated paper printouts.
• It can be indexed easily during production and is convenient to file and retrieve.
• It can be reproduced quickly and inexpensively.
• It is on a recognized archival medium.
The Department of Revenue provides COM services for state agencies. Contact (717) 787-6320.
Information and Data to Electronic
Imaging is a way of converting paper or film information to a digitized image. Many imaging systems can now capture images with specific data or information. It is of value particularly to users with high-volume storage, complex routing requirements, high retrieval frequency, multiple locations, instant access requirements and the need to send information over telecommunication lines. It also is valuable for management control and reporting. Initial and continuing costs for operating an imaging system may be high so the need for this conversation must be carefully planned and justified. Imaging is not an acceptable format for maintaining records permanently and thus should not be used as an archival storage format.
The Department of Revenue provides imaging services for state agencies. Contact Rick Keller at (717) 787-6320 or Deb Stoner at (717) 787-4112.
Destroying Records After Reformatting
If records are reformatted and the new version has been inspected and meets the quality standards, the originals may be destroyed under the General Administrative Records and Retention Schedule Series number G007.001 Data Source Records. Remember, to ensure access to the information, you must maintain the hardware and software for the newly reformatted records throughout their retention period. Original records that have a disposition code of 2 or 4 (archival review) should be reviewed by the State Archives, prior to being destroyed.
* It is often assumed that it is less expensive to digitize paper records and destroy the originals than to store the paper records, but that is rarely the case. A carton holding 3,000 pages can be stored for under $3.00 per year total cost at the State Records Center, and imaging these records could easily cost several hundred dollars. The break even point is easily fifty years or more, and very few state records are retained that long. Moreover, storing, migrating, securing, and possibly reformatting the electronic records for the fifty or more years it would take to recover the investment in imaging would be costly. Unless the other factors mentioned above enter into the equation, imaging is generally far more expensive than storing paper records.
