Essential Records Protection Program

The Essential Records Protection Program provides free microfilm storage facilities to the state and local government agencies of Washington State.

• Services
• Forms
• Helpful Resources
• Contact Information

Services

Many state and local government agencies create copies of their essential and historical records to provide for the continuity and preservation of government services in an emergency and to reestablish operations after an emergency. Marriage Certificates, Retirement Records, Deeds, Personnel Files, Building Plans, Judgement and Sentencing Documents, and Student Transcripts are just some types of these records.

Even in our digital age, microfilm is still an affordable medium of choice for duplicating essential records. Microfilm requires no hardware and software to read and is legible to the naked eye with only the aid of a magnifying glass Microfilm stores compactly, over four thousand documents can be stored on a 16 mm reel of film the size of a small box of crayons. And it is cost-effective, each page can be duplicated for only a few cents. Washington State law provides for these copies to be accepted as originals in court.

The Essential Records Protection Program provides government offices with free offsite storage facilities for their film. To protect these documents from harm, the archives is equipped with fire suppression devices, security systems, and temperature and humidity controls, ensuring the records survive for generations to come. The archives also offers clients training on all aspects of Essential Records Protection procedures.

Forms

• Security Microfilm Transmittal Form
• Security Microfilm Duplication and Scanning Request Form
• Filling Out a Security Microfilm Transmittal Form
• Archives Transmittal Form - Fiche Example
• Archives Transmittal Form - Film Example

Helpful Resources

• Washington State Standards for the Production and Use of Microfilm
• Proper Microfilm Splicing
• What's the Difference Between Microfilm and Microfiche?

Contact the Essential Records Protection Program