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 and Location 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.


Staff inspecting quality of film with densitometer

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 (MS Word)

Security Microfilm Duplication 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

Essential Records Advice: Proper Microfilm Splicing

 

Contact the Essential Records Protection Program

Hours:

8:00 AM - 5:00 PM
Monday through Friday (excluding state holidays)

Location:

1129 Washington Street SE, Olympia, WA 98504

Mailing Address:

Washington State Archives
Essential Records Protection
PO Box 40238
Olympia, Washington 98504-0238

Email:

securitymicrofilm@sos.wa.gov

Telephone:

(360) 753-0740

   

Directions:

I-5 Southbound:

From I-5 south take exit 105A; follow the "State Capitol" lane that parallels the freeway for 1/4 mile.

At the second traffic light (Capitol Way, the first light after the tunnel), turn right. Turn right again at the next traffic light (11th Ave.). At the next traffic light (Washington St.), turn right once more.

The Archives building is on the right side of Washington Street, just before the entrance to the Plaza Garage.

I-5 Northbound:

From I-5 north take exit 105; keep to the left; follow the "State Capitol" lane.

At the second traffic light (Capitol Way, the first light after the tunnel), turn right. Turn right again at the next traffic light (11th Ave.). At the next traffic light (Washington St.), turn right once more.

The Archives building is on the right side of Washington Street, just before the entrance to the Plaza Garage.

Capitol Campus Map

Parking:

Three free parking spaces in front of the Archives building are available for Archives researchers only. Additional parking is available for a fee of fifty cents per hour on Level P1 of the Department of Natural Resources parking lot located across from the Archives building on Washington Street. Metered street parking is also available a few blocks to the north on Washington Street. Please note there is no visitor parking in the Plaza Garage.

Transit:

There is a bus stop on the western side of the Archives building on Capitol Way. For bus routes and schedules, see the Intercity Transit website at http://www.intercitytransit.com