<<Back to Articles of Interest Page
Managers are constantly swept into the valley of decision in the digital or microfilm drama. Sid Vasili aims to make that decision a little easier.
Microforms (microfilm, microfiche and aperture cards) have been thoroughly tried and tested since 1920’s and there’s still no competition when it comes to the low cost, durability and meeting specific legal criteria. The advantages to microfilm may still outweigh the infinitely faster digital media for particular company strategy and investment constraints. Micrographics, a generic term for all types of microforms, continues to be a growth industry even though it is now perceived as an outmoded and outdated technology in some quarters. Not so! Manufactures have made it possible to integrate micrographic and digital systems, achieving tremendous results with regard to speed and accessibility of documents.
ASSESS ACCESS REQUIREMENTS
However, if it is speed, image capabilities and security of data that is important, the ultimate choice must be digital media in its various forms, such as optical disk and CD-R. Variety of applications is the main attraction, enabling access to a computer from virtually anywhere in the world, with easy storage and duplication of data. On a cautionary note, organisations that have made a heavy investment in micrographic technology should, probably, be advised to continue to use such an installation until digital systems can produce major savings for their particular needs. What are the company’s access requirements and do they justify a change from the economy of microfilm? There is one main question to be answered when deciding upon a possible replacement – what does the company actually do with its documents? The three usual answers are security backup, active records and backfile conversion with each one commanding a different access structure.
For security backup, it can make sense to use micrographics as the film used can be stored for around 100 years without fear of deterioration. Aperture cards are considered essential for this form of storage as the primary use is for architectural and engineering drawings that must not be put at risk by possible digital media corruption. However, if a record is required instantly, then scanning to optical disk or CD may be a complementary measure to undertake. The technology now exists for records to be scanned to a combination of Computer Output to Laser Disk (COLD) and Computer Output to Microforms (COM). Active records require access at all times and, therefore, Write Once Read Many (WORM) disks are the obvious choice. Moreover, rewritable disks have the advantage over microforms for this type of usage. Backfile conversion can be used for both active and inactive records, and this is where the company must assess all its circumstances with regard to cost and potential disposition of space, the retention period and relationship of active/inactive records and automated indexing as opposed to manual.
LEGAL ADMISSIBILITY
In addition, the matter of legal admissibility must be addressed. Microforms are currently the accepted form of evidence with digital image constantly being tested. There are ongoing efforts worldwide to make law courts accept digital images as admissible evidence. In the UK, for example, the Code of Practice (PD0008) for Legal Admissibility of Information Stored on Electronic Document Management Systems governs the usage of image processing data. America has the Uniform Photographic Copies of Business and Public Records as Evidence Act (UPA) and three states – Louisiana, Missouri and Virginia – have modified their statutes to cover electronic images. In Europe, Denmark, Sweden and Germany are looking into establishing a code. In the near future, digital media and traditional microforms will command the same legal status, making the choice of an imaging system infinitely more attractive.
It is wise for user organisations to keep all options open and formulate a document management strategy based on their requirements rather than a lust for power and speed. If the company has no plans for expansion and merely keeps old stock records and personnel data, then micrographics is probably the best alternative. Conversely, should the company be swamped by large volumes of records and require access to them regularly, then digital media is the answer.
In either case, the management decision must take into account numerous, critical aspects that could affect the long-term, financial status of the company. Microforms are sure and steady, whereas the digital age has taken document management to such fantastic heights and speed, it would be foolish to ignore its potential for the future. Remember, the key to controlled document management symmetry is preparation – for, failing to prepare is, certainly, preparation for failure!
Authour: Sid Vasili
Reprinted From:
DOCUMENT WORLD
