There are various reasons for filming records. One of the most important reasons is for preservation of the information. Microfilm is recognized as very durable media for permanent records, with an estimated lifespan of 500+ years when stored in the proper environment. Filming also provides security of information vital to the operation of your office. If you film records and store the film off-site, then the data will always be available, even if the original paper is destroyed or lost. The need for space can also be a factor since a roll of 35mm microfilm can hold about 900 pages and a roll of 16mm about 3000 pages. Thin 16mm film can store about 6000 pages.

What records should be filmed

Records which are of permanent value or which have a retention longer than twenty years should be filmed because it is the most cost-effective way to store the information. The cost of storing paper in a records center balances the cost of filming after approximately twenty years. Storing paper in an office setting (which is very expensive) would justify the cost of filming well before the twenty-year mark.

Records whose original format has intrinsic value would also benefit from filming in order to save wear and tear on the original. If the records do not have intrinsic or even permanent value, but are used frequently, microfilming can still save on wear and tear.

Microfilm vs. Microfiche

When a decision has been made to film records, another decision needs to be made regarding which format to use: microfilm or microfiche. Both have advantages and disadvantages. Microfilm comes in rolls 100 feet long (200 feet for thin film). Once filming is completed, adding a new frame (page) somewhere in the middle of the film is difficult, so if you have files which are added to frequently, microfilm may not be the best option. Microfiche (105mm film divided into "cards") allows additions more easily because extra fiche can be filed behind the first, keeping data intact. Each fiche holds approximately 90 pages of information. Microfiche is somewhat easier to use and to find information quickly, though microfilm can be set up so that users can move to bookmarks (called "blips") quickly anywhere on the film reel. This does require film reader machines to utilize the "blip" system, however. Generally speaking, microfilm is less expensive than microfiche. Microfiche tend to get misplaced more easily than film, too.

The first step in microfilm processing is the development of negatives. During processing, negative film is developed, fixed, washed, and dried. A processed negative must be of high enough quality so that good print copies can be made. Consistency is the key to high quality processing. Western Micrographics Lab always keeps the following things the same:

1. The developer and fixer strength

2. The depth of the developer and fixer in their respective tanks

3. The time taken to develop, fix, and wash film

4. The temperature of the developer, fixer, and wash water, and

5. The amount of agitation (the movement of the film and/or developer or fixer when the film is being developed/fixed.)

Negative Inspection

Negative inspection ensures that microforms have been filmed and processed correctly. Inspectors receive processed film from the lab and then evaluate it to determine its overall quality and ensure it is not missing items. When film is substandard or information that should have been filmed is missing, camera operators and lab personnel are informed so they can correct the mistakes. When the film meets our exacting standards, duplicate copies are made as needed. The inspectors then send the film to storage and give any necessary feedback to the appropriate people.

Quality Standards

The quality standards that the Western Micrographics Lab considers are:

1. Background density : opaqueness of the area of the microform not containing information.

2. Density variations : variations in density between frames of the film

3. Focus : the relative position of the lens and the film that obtains the sharpest possible image.

4. Blurred images : movement of either the camera or the document during filming. You can recognize blurring by double images and hand shadows.

5. Missing or covered information : information that the camera operator may accidentally have skipped. Before requesting a retake, the inspector should check for quality targets that might explain the situation.

Retakes

If the film does not meet the specified standards, the inspectors request retakes of the substandard portions of the film. Operators then make the retakes and have them processed. The inspectors evaluate the retakes for acceptable quality and splice the retake to the original. After this, the corrected film is sent to storage.