Managing Records: Storage & Preservation

Computer Output Microfilm (COM)

Archives Technical Information Series # 52
2000

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Computer Output Microfilm (COM) is a process for copying data from electronic computer media onto microfiche or 16mm roll microfilm. A high-speed recorder transfers machine-readable digital data onto human-readable microfilm using laser technology and a processor. The processor develops the microfilm after it is exposed to the light source. The recorder can operate offline as a stand-alone device or online connected to a local or wide area network.

Using COM results in a reduction of paper, in that a microfiche can hold 230 documents or images per card, and a 1 cubic foot box can hold approximately 6000 fiche cards, or 1,380,000 pages.

There is also a cost reduction. COM is cheaper than most electronic media and less expensive than paper to store or distribute information. COM reduces the need for office, records center, and storage space as well as for filing cabinets.

COM features include enhanced titling, enlarged file breaks, and barcoding, and provide easier filing and better access. COM is nationally and internationally standardized, meaning that data is arranged and images are reduced in a consistent manner.

COM-produced indexing and formatting allow access to information from updateable indexes, and indexes provide the ability to perform key word or key value searches on mainframes or personal computers.

COM provides an inexpensive way to preserve records from a variety of electronic sources, including records that might need to be stored indefinitely but referenced only occasionally. Electronic systems can become outdated in a short period of time, and diverse and often incompatible electronic systems can also increase the likelihood of unauthorized records destruction. COM fiche can be returned to active electronic media, coded or uncoded, by scanning the fiche into digital format.

Large organizations may find COM a practical application when computer printouts are produced frequently and regularly, computer reports are more than 50 pages when printed out, large distribution or duplication is required, and computer printouts must be sent to other areas. It may be impractical to use COM when electronic records have short retention periods or need to be processed, manipulated, or frequently accessed. COM may also be impractical when printouts must be hand-corrected, or research requires the reader to look at several pages simultaneously or there is a small and infrequent volume of printouts.
There are advantages to choosing either outsourcing or an in-house COM operation. Outsourcing allows for the growth of information output, the ability to fiche non-coded information, and eliminates equipment, labor, or other overhead expenses for the organization. In-house COM service decreases the risk of lost tapes and slow turn-around times and provides organizations with quick access to high-quality microfiche images. The downside to in-house COM service is the additional cost of equipment and staff time.

Local governments can apply for grant funding to produce COM from the Local Government Records Management Improvement Fund. Information can be obtained from State Archives Regional Advisory Officers. The State Archives also has additional publications on micrographics and imaging topics.