Unstable or heavily used records may require transfer to another format, such as microfilm or permanent paper, to ensure preservation of the information they contain. Copies of film can be distributed to off-site locations, providing access to more than one user at a time. The Microfilm Disposal Schedule and some records retention schedules allow for the early disposal of records once microfilmed. If properly processed and stored, black and white, silver gelatin microfilm has a usable life of about 500 years, far longer than the useful life of many poor-quality original paper records. Even if original paper records were damaged, stolen, or destroyed, the information from those records would still survive if the originals had been filmed.
Vital records are among the permanent records for which an agency is responsible.
Typical vital records include board minutes and tax, birth, marriage, deed, and death records. Also regard inventories and finding aids as vital records. Many record schedules indicate which records are vital. Courthouses often keep files of local newspapers that are in poor condition and consume a considerable amount of space. Retain newspapers on microfilm.