Ontario Microfilming: Best Practices for Record Keeping in Government Agencies

Posted by admin on Feb 27, 2012 10:23:40 PM

When a government agency considers Ontario microfilming, they carefully analyze the current record keeping system and look for areas of improvement. Developing proper processes and procedures when it comes to maintaining and protecting records is the first order of business.

Depending on the value of the records, an agency can determine the proper preservation technique. All records, regardless of value, need to be held to four standards. Records must be authentic, reliable, have integrity, and be usable without regard to the format or media.

Authenticity. With Ontario microfilming, an authentic record is what is says it is. It can also be verified as created and sent by the person named. To maintain authentic records, government agencies must control the creation, receipt, transmission, maintenance and disposition of records. They must protect each record against unauthorized addition, deletion, alteration, use and concealment.

Reliability. The contents of a record must be trusted and depended upon. To be reliable, a record should be created at the time of the transaction or activity to which they relate. The creators of records should have direct knowledge of the facts involved in the activity.

Integrity. Government records must be complete and unaltered. In addition, government records need to be protected against unauthorized access. Policies and procedures should outline how and when changes can be made.

Usability. Records should be easily located, retrieved, presented and interpreted. Each agency will have processes in place for how long records must be retained. Depending on the activity to which the record relates, some records will require Ontario microfilming. These records will be to be available for very long periods of time.

Managing Records at Government Agencies

A main responsibility for records management in the public sector involves the following:

  • Determine and manage a records retention policy.
  • Implement a disposal schedule.
  • Select the appropriate record preservation system for each type of record.
  • Develop and deploy appropriate policies, procedures and best practices.
  • Analyze Ontario microfilming to ensure cost economies, efficiencies and durability.
  • Abide by laws, rules and standards governing specific records.
  • Create a quality control program that verifies standards and goals are being met.

When it comes to Ontario microfilming, quality control processes should be deployed for every project. Agencies must take the appropriate steps in the production process to reduce any errors or quality issues. A quality control program should include the following:

  • Legibility of the smallest detail
  • Dimensional accuracy relative to the original document
  • Completeness of overall image area and detail
  • Density
  • Image skew
  • Image orientation
  • Index data accuracy
  • Format compliance

Each government agency will develop its own quality criteria for each of its record types. They will define the necessary attributes for the Ontario microfilming process. And, the process must ensure all established criteria are being met.

Benefits of Ontario Microfilming

One of the major benefits of Ontario microfilming is the creation, use and management of this archiving technology has been around for quite some time. It’s supported by reasonable, practical and time tested processes and procedures. The technology has been designed to provide reliable and dependable products.

Fortunately, Ontario microfilming can meet all four standards discussed earlier. When a record is microfilmed, agencies can ensure it’s authentic, reliable, usable and will maintain integrity throughout the established retention time frame.

Contact MES Hybrid today for any additional questions on Ontario microfilming or continue visiting our blog and website for more info.

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