Archiving Documents in Ontario Part Two

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Archiving Documents in Ontario Why Convert
Digital Documents to Microfilm?

• Part Two

2
Archiving Documents in Ontario

• To compare microfilm to digital methods for
  archiving documents in Ontario, its important to
  look at the various methods for digital storage.
  Microfilming basically provides one method.
  However, digital storage can be accomplished by
  using hard disks, CDs, DVDs, flash drives and
  magnetic tapes. Each of these formats has pros
  and cons.
• When considering these digital archival methods
  compared to microfilming, the major difference
  involves their longevity. Weve already noted
  microfilm can last upwards of 500 years. So
  whats the likely life of the digital formats for
  archiving documents in Ontario?

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Archiving Documents in Ontario

• Magnetic tape archival methods can last around
  20 years. This format is being used extensively
  still today. Another frequently used format is
  optical media (CD/DVDs) but many people would be
  surprised to learn the life expectancy of these
  medias are ony 7-9 years.
• Additionally, the technology must be available
  to read them well into the future. As we have
  seen with older storage formats like the 5 ¼
  floppy, you wont always have access to a
  computer that can read them.

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Archiving Documents in Ontario

• Flash drives may also last a longer time like a
  CD. However, they contain a lot of moving parts
  and are more susceptible to breaking down.
  Relying on data contained within a flash drive
  for the next 100 years is not very reassuring.
  The bottom line with digital formats used for
  archiving documents in Ontario is theres not
  much experience with them lasting decades.

5
Archiving Documents in Ontario

• Digital technology is relatively new and its
  changing all the time. We just cant be assured
  the documents we store digitally will be
  available 100s of years from now. If a
  government agency or business must ensure
  reliable access for this type of time span, then
  microfilming is the best archiving choice today.
  Microfilming can bring you the necessary
  peace-of-mind for archiving documents in Ontario.

6
About the Author

• Kevin D'Arcy is VP of Sales and Marketing for
  MES Hybrid Document Systems, Ontario's leading
  document scanning and document management
  supplier. For more information about archiving
  documents in Ontario, visit http//www.mesltd.ca/s
  ervice.html?id8.