The costs, however, involved in sorting, stripping and micro-filming or scanning the contents of a large accumulated store of files is usually prohibitive and rarely, if ever, justifiable. Scanning is becoming more affordable. Inquiries should be made and estimates received from people in the micro-filming and scanning business. You should be satisfied that the technology needed to read scanned files will continue to be available for the duration of the storage period. Destroy them over time in accordance with a predetermined policy.
Archives Consider preserving appropriate file contents as archives.
This involves, identifying which contents are of longer term legal or historical value, and then transferring these records for preservation to an archives, under appropriate conditions. Destruction Policy 1. The closed files should be entered for subsequent recall into a separate diary or index set up for that specific purpose. A separate numbering system whereby the closed files are numbered and filed in numerical order is a good idea. The system might include the year of closing as a prefix to the closed file number.