In the not too distant past, microfilm was a revolutionary method of storing information in a compact form. Imagine rooms full of shelves brimming with documents, records, and photographs, all condensed into small, easy-to-store reels and cards—a significant leap in information management for its time.
However, this advancement is now a double-edged sword. While many still hold valuable information in these tiny frames, accessing them has become increasingly difficult.
The limited availability of microfilm equipment, along with its steep cost, has rendered vast amounts of information on microfiche out of reach for many. Unfortunately, this situation shows no signs of changing any time soon, signaling a need for an alternative solution to access and preserve these vital records.
Understanding this pressing need, SecureScan proudly introduces our Mail-in Microfilm Scanning Service. This innovative service bridges the gap between the old and the new, transforming your microfilm archives into high-resolution digital images.
Our solution addresses the limitations of microfilm access, offering a convenient, secure, and efficient way to digitize and rejuvenate your precious records..
Read on to learn more about this service and how it can help you preserve your microfilm collection.
How Our Mail-in Microfilm Scanning Service Works
Navigating the process of digitizing your microfilm with SecureScan is straightforward and user-friendly. We’ve streamlined every step to ensure a hassle-free experience, prioritizing the safety and quality of your precious records. Here’s a look at how our service unfolds:
1. Initial Contact and Assessment
Before anything else, it’s important not to mail your microfilm without contacting us. To start the process, we encourage you to call us at 877-722-6362 or connect with us via our website. We operate this way because we believe in a hands-on approach, personally guiding our customers through each step of the process
In certain situations, particularly if there are concerns about the condition of your film, we may request a quick photo of it. This step allows us to assess any deterioration or fragility before the film is mailed. Keep in mind that although microfilm can last for centuries, poor storage conditions can cause damage. Our technicians will examine your photos to verify that your film can be safely mailed. After all, our foremost concern is the preservation of your valuable information, even if it means we’re unable to be part of the process.
2. Shipping Your Microfilm
The next step is to ship your microfilm to us. We recommend using USPS or FedEx for reliable delivery. It’s important to pack your film carefully to prevent any damage in transit, though it’s a rare occurrence when properly packed. If you need advice about that, ask our technicians for more details.
Once your microfilm arrives at our facility, our team members unpack your microfilm and take a detailed inventory. Your film is tracked throughout the process, ensuring utmost care and organization.
Regardless of your specific requirements, our scanning processes, team, and facility adhere to the strictest standards for information security and data privacy. As a provider of HIPAA compliant scanning, we ensure every document entering our facility is treated with the highest level of security and care.
3. Calibration and Scanning
After unpacking and inventory, we begin with equipment calibration. This crucial step involves conducting test scans to find the scanning settings that yield the best results for your specific film.
Post calibration, we begin the actual scanning process. Every scan is manually reviewed by one of our scanning technicians to ensure maximum clarity and an accurate representation of your film. If any scan doesn’t meet our high standards, we rescan until the quality is up to par. It’s important to note that the final image quality depends on the condition of the original film.
4. Indexing: Naming Your Digital Files
After scanning, the next phase is indexing. Simply put, indexing is the process of naming your digital files for easy identification. While some customers might prefer to receive their digitized film as a single, high-resolution PDF file, others may require a more detailed approach in organizing these documents.
In these cases, Indexing is a key part of transforming your scanned images into an organized, accessible digital archive. Typically, we can derive a suitable ID directly from the microfilm itself. This method works well for most of our clients, ensuring a straightforward and effective organization of their digital files.
For clients seeking an even more detailed organization, we offer the option to use Optical Character Recognition (OCR) technology. This technology analyzes the text within the documents stored on the microfilm, allowing us to develop a more customized indexing system. While this service incurs an additional fee, it significantly enhances the accessibility and usability of your digitized records, particularly beneficial for large or intricate collections. However, for those with smaller collections, the additional expense may not be justified.
5. Post-Scanning Options: Return or Secure Disposal of Your Microfilm
Once the digitization and indexing are complete, you’ll need to decide what to do with the original microfilm. We offer two options: returning the microfilm to you by mail or securely disposing of it through shredding. Understanding the importance of ensuring satisfaction with the digital versions, we typically hold onto the microfilm for 30 days after digitization. This grace period allows you to review your digital images and confirm that they meet your expectations before any action is taken with the original microfilm.
By integrating these steps, SecureScan not only ensures the safe and efficient digitization of your valuable microfilm but also offers flexible options tailored to your specific needs, whether it’s the meticulous organization of digital files or the careful handling of your original microfilms post-scanning.
Who is Our Mail-in Microfiche Scanning Service for?
Our Mail-in Microfiche Scanning Service was designed to simplify the process of digitizing microfilm. With over 22 years of leadership in the microfilm scanning industry, we have witnessed firsthand the challenges many encounter in accessing information stored on microfilm. This service is our response to those challenges.
Perfect for Businesses and Individuals
Mail-in microfilm scanning is ideal for businesses who find themselves with large volumes of microfilm, but without a practical means to access the wealth of information it contains. Our service allows these businesses to digitize and index their film, transforming it into a highly organized archive of digital files, which can be integrated into their digital record keeping system or used as is on its own.
Similarly, individuals with medium to large microfilm collections can also benefit from our service. Whether it’s historical records, personal documents, or any other type of valuable information stored on microfilm, our service ensures these collections are preserved and accessible in a digital format.
Employing Trusted Processes
We take pride in the fact that our Mail-in Microfilm Scanning Service employs the same rigorous processes as our standard microfilm scanning services. This includes strict adherence to HIPAA compliance and meeting federal and state regulatory requirements for data privacy. When you entrust your microfilm to us, you can be assured of the highest standards of data protection and confidentiality.
Handling Volumes with Expertise
Our team is experienced in dealing with vast quantities of microfilm, scanning millions of images every year. Our extensive in scanning microfiche, COM fiche, aperture cards, and all varieties of microfilm rolls mesn we how to handle your documents efficiently and effectively. Our expertise ensures that no matter the size of the job, it’s done right, providing you with high-quality digital versions of your valuable microfilm records.
What Comes Next?
If you have microfilm that needs digitizing, the time to act is now. Don’t let your valuable records remain inaccessible or at risk of deterioration. Reach out to us at 877-SCAN-DOC or contact us to get started with our Mail-in Microfilm Service. We’re here to help you preserve your past and make it fully accessible for your future.
