By: Brenna White
THE VILLAGE REPORTER
publisher@thevillagereporter.com
The Williams County Records Commission met to discuss the future of microfilm in the county’s record-keeping system, weighing rising costs against the uncertainty of alternative solutions.
Williams County Auditor Vickie Grimm presented research outlining concerns that microfilm technology may eventually be phased out at the state level.
“What are we going to do in Ohio if microfilm is phased out? What is the next step?” Grimm asked. She outlined that while the state is working toward a plan, details remain limited.
A formal recommendation is expected in the first quarter of 2027. Grimm advised the commission to wait for that guidance before making any major changes to the way the county stores its records.
Despite concerns, microfilm continues to be viewed as a dependable record-keeping method. “We all know floppy disks, hard drives — we’ve done away with all of that stuff. But what’s still here? Microfilm. So even though it’s getting a little more expensive and it’s harder to get, it’s still a staple that we can depend on,” Grimm explained.
Cost increases were also discussed, with Williams County seeing microfilm prices rise from $0.03 per page to $0.06 per page. While the increases may appear minimal, officials noted that the volume of permanent records can quickly drive up expenses.
Williams County Recorder Patti Rockey said she is exploring third-party vendors to continue microfilm services during the interim period while the state develops its recommendation.
The commission also reviewed updated record retention schedules submitted by the Prosecutor’s Office and the Commissioners’ Office for 2027.
Those submissions removed microfilm under the assumption the county would transition away from the technology. However, due to the lack of clear direction and microfilm’s continued reliability, the commission voted to table those submissions until after the state issues its recommendation.
For now, paper and microfilm storage will remain the county’s standard for permanent record retention.
In other business, the commission approved an updated RC2 form from the Engineer’s Office, which included an additional general clarification. The meeting adjourned at 2:29 p.m. with no further business.