​​Secure Microfilm Storage for Oregon State and Local Agencies

The following represent b​​asic requirements for using the Security Copy Depository (see Oregon Administrative Rule 166 Division 25 for details).

• The State Archives accepts microfilmed records with a retention period of medium term (between 10-100 years) and long-term retention (at least 100 years).
  
• Acceptable formats: First generation silver 16 mm, 35 mm or 105 mm negative nonperforated silver gelatin type on a polyester base.
  
• Processed film must be on inert plastic reels and must be in inert black plastic or acid-free/lignin-free boxes.
  
• Film with a long-term retention (100 years or more) must be polysulfide treated. Treatment may be coordinated pre-transfer by the agency or post-transfer through the State Archives. If coordinated by the State Archives, the agency will be billed for treatment costs.

• Deposit of film with the State Archives indicates the agency’s agreement to comply with regulations and procedures of the State Archives Security Copy Depository.
  
• The State Archives must receive in writing a request to transfer microfilm to the Security Copy Depository. We accept requests sent by fax, email or regular mail. Archives staff will assign an accession number and issue a transmittal form to be signed by the agency and returned with the film to the State Archives. Don't send film before receiving a transmittal form.
• Transfer requests must include the following:
• Agency name
• Name of agency records officer or authorized person requesting transmittal
• Series title
• Reel numbers
• Format of film (that is, 16 mm, 35 mm, 105 mm fiche)
• Retention schedule and the item number
• Document numbers or information, if applicable
• Number of units (reels)
• Retention period
• Inclusive dates
• Page numbers, if applicable

• ​The requesting agency is responsible for transporting the microfilm to the State Archives. We recommend using traceable shipping services such as UPS and ​USPS registered mail.
• Upon arrival, film is inspected to ensure it meets the depository's minimum requirements. Film that doesn't meet the requirements is not accepted and returned to the agency for correction.