The information may then be retrieved by projecting the film onto a screen or by making prints on paper. Records reproduced on microfilm that have been properly identified and produced according to state standards substitute as the original document and are generally admissible as legal evidence. No public records are microfilmed until they have first been scheduled as required by law. A records retention schedule indicates how long records must be kept and this is a major consideration in analyzing the need for microfilming. Microfilming records with a retention of less that 10 years is generally not recommended.
Inactive storage is far less expensive than microfilming.
However, for records with a retention period of 10 years or longer, microfilming may be a more cost effective solution. The management of electronic records is a complex task due to the nature of the systems and issues involved. The electronic records standards for State Agencies bulletin is available upon request at the Records Management department.