Most department records require retention for fewer than five years. For all but permanent or archival records, storage in the original format is the easiest and cheapest way to retain hard copy inactive records until their destruction date.

The space-saving and distribution advantages of microfilm can be achieved by electronic imaging without incurring the limitations of film. Microfilming is labor-intensive and expensive. Managers should carefully evaluate the actual need to use microfilm. Considerations include the manpower to prepare and index the records for microfilming, to inspect the microfilm product after filming and the cost, availability, and maintenance of equipment to store and read or print copies from the microfilm.