{"id":3157,"date":"2026-03-03T13:46:28","date_gmt":"2026-03-03T13:46:28","guid":{"rendered":"https:\/\/ohioerc.org\/?p=3157"},"modified":"2026-03-03T13:46:31","modified_gmt":"2026-03-03T13:46:31","slug":"a-world-without-microfilm-how-local-governments-are-leading-the-charge-in-digital-preservation-part-ii","status":"publish","type":"post","link":"https:\/\/ohioerc.org\/?p=3157","title":{"rendered":"A World Without Microfilm: How Local Governments are Leading the Charge in Digital Preservation \u2013 Part II"},"content":{"rendered":"\n<p>Following last month\u2019s blog post, this month\u2019s post will discuss the current work that is being done by the Digital Initiatives &amp; Standards Committee (DISC) and what the next steps are for creating a digital preservation guide for the State of Ohio.<\/p>\n\n\n\n<p>DISC has partnered with state records organizations, including the <a href=\"https:\/\/ohioerc.org\/?p=3028\">Ohio Electronic Records Committee<\/a>, the <a href=\"https:\/\/www.ohiohistory.org\/research\/local-government-records-program\/county-archivists-records-management-association\/\">Ohio History Connection<\/a>, and the <a href=\"https:\/\/ohrab.org\/\">Ohio Historical Records Advisory Board<\/a>. In conjunction with these partnerships, DISC has established three subcommittees to determine standards and best practices for electronic records. The Microfilm committee has been tasked to determine the cost-effectiveness and long-term reliability of microfilm. Initial findings include: a significant price increase in microfilm supplies, a lack of product options, the impracticality of microfilm accessibility, and the obsolescence of microfilm equipment and repair.<\/p>\n\n\n\n<p>If local governments decide to forego microfilm as a document preservation option and go the route of digital preservation, the Microfilm Subcommittee recommends the following to be considered:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Update retention schedules to reflect retaining electronic media and removing microfilm;<\/li>\n\n\n\n<li>Plan to digitize microfilm (priorities, cost, staff, and time);<\/li>\n\n\n\n<li>Research and invest in a digital preservation system.<\/li>\n<\/ul>\n\n\n\n<p>The Minimum Standards Subcommittee has been meeting and working on coming up with digital standards, which include the following objectives:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Preferred digital file types (including DPI (dots per inch) and compression standards);<\/li>\n\n\n\n<li>Standard and uniform naming conventions of records;<\/li>\n\n\n\n<li>Implementing quality control standards when scanning records;<\/li>\n\n\n\n<li>Applying sufficient metadata for searchability purposes.<\/li>\n<\/ul>\n\n\n\n<p>The Security Subcommittee has discussed best practices for the security of electronic records. The following recommendations have been proposed:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Access\/Restriction to certain records;<\/li>\n\n\n\n<li>Understanding the difference between an access copy and a preservation copy, and what electronic document format they should be in;<\/li>\n\n\n\n<li>Establishing the security controls for staff and internal\/external users<\/li>\n\n\n\n<li>Understanding explicitly the contract when dealing with a third-party system;<\/li>\n\n\n\n<li>Having a disaster recovery plan in place.<\/li>\n<\/ul>\n\n\n\n<p>Each of the three subcommittees will be compiling a report to address\/review with the entire Digital Initiatives and Standards Committee this year. DISC hopes to have an Archives &amp; Records Administration Permanent Electronic Records Guideline released in 2027.&nbsp;<\/p>\n\n\n\n<p><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Following last month\u2019s blog post, this month\u2019s post will discuss the current work that is being done by the Digital Initiatives &amp; Standards Committee (DISC) and what the next steps are for creating a digital preservation guide for the State of Ohio. DISC has partnered with state records organizations, including the Ohio Electronic Records Committee, &#8230; <a title=\"A World Without Microfilm: How Local Governments are Leading the Charge in Digital Preservation \u2013 Part II\" class=\"read-more\" href=\"https:\/\/ohioerc.org\/?p=3157\" aria-label=\"Read more about A World Without Microfilm: How Local Governments are Leading the Charge in Digital Preservation \u2013 Part II\">Read more<\/a><\/p>\n","protected":false},"author":18,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"om_disable_all_campaigns":false,"_uf_show_specific_survey":0,"_uf_disable_surveys":false,"footnotes":""},"categories":[1],"tags":[16,79,53,21,78],"class_list":["post-3157","post","type-post","status-publish","format-standard","hentry","category-uncategorized","tag-digital-preservation","tag-metadata-standards","tag-microfilm","tag-records-retention","tag-security"],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/ohioerc.org\/index.php?rest_route=\/wp\/v2\/posts\/3157","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/ohioerc.org\/index.php?rest_route=\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/ohioerc.org\/index.php?rest_route=\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/ohioerc.org\/index.php?rest_route=\/wp\/v2\/users\/18"}],"replies":[{"embeddable":true,"href":"https:\/\/ohioerc.org\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=3157"}],"version-history":[{"count":0,"href":"https:\/\/ohioerc.org\/index.php?rest_route=\/wp\/v2\/posts\/3157\/revisions"}],"wp:attachment":[{"href":"https:\/\/ohioerc.org\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=3157"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/ohioerc.org\/index.php?rest_route=%2Fwp%2Fv2%2Fcategories&post=3157"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/ohioerc.org\/index.php?rest_route=%2Fwp%2Fv2%2Ftags&post=3157"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}