Not long ago, microfilm was considered a breakthrough in records storage. It was widely adopted by libraries, government agencies, and businesses as the go-to solution for managing large amounts of information. For the first time, paper documents and photographs could be condensed onto small reels and fiche cards, an efficient, space-saving way to preserve records.
But times have changed. While many of these records still hold important data, accessing what’s on them is becoming increasingly difficult.
Microfilm readers can be difficult to find, expensive to maintain, and clunky to use. Especially in the digital age where everything is stored and easily accessible from a multitude of devices. More often than not, this leaves microfilm and microfiche sitting unused, filled with valuable information that’s practically inaccessible.
That’s why we’ve introduced mail-in microfilm scanning. Our service make it easy to digitize your microfilm and microfiche collection, no matter where you’re located.
Keep reading to see how the process works and why it’s a smart and affordable way to protect the information stored on your microfilm.
How Our Mail-in Microfilm Scanning Service Works
We’ve made the process of digitizing your microfilm as simple and stress-free as possible. From the moment you send in your materials to the day you receive your digital files, every step is designed to protect your records and deliver high-quality results. Here’s what to expect:
1. Initial Contact and Assessment
Before sending anything in, we ask that you reach out to us first. Give us a call at 877-722-6362 or connect with us through our website to get started. We take a hands-on approach with every project, guiding you through each step to make sure your records are handled with care.
In some cases, especially if your film is older or has been stored in less-than-ideal conditions, we might ask for a quick photo before you ship it. This helps our technicians check for signs of damage or deterioration and confirm that your film can be safely mailed.
Microfilm can last for a long time when stored properly, but it’s not immune to wear. If we spot anything concerning, we’ll let you know right away. Our top priority is preserving your records, even if that means recommending an alternative path forward.
2. Shipping Your Microfilm
Once we’ve reviewed your materials and given the go-ahead, the next step is to ship your microfilm to us. We recommend using USPS or FedEx for dependable delivery, and we’ll give you packing tips if you need them. As long as your film is packaged securely, damage during shipping is very rare.
When your shipment arrives at our facility, our team carefully unpacks and catalogs your film. We track everything from start to finish to make sure your records stay organized and accounted for.
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 services, we are required to ensure every document entering our facility is treated with the same 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.
