Why Converting Your Microfiche Archives to Digital is the Smart Move for Your Business
Organizations are finding that the way they store and access information is just as important as the data itself. Microfiche has served as the practical solution for storing documents in a compact, space-saving format. Institutions of all sizes have been using these flat sheets of microfilm extensively for archiving a variety of small sets of records yet as businesses strive for greater efficiency and accessibility, the need to convert microfiche to digital formats has never been more crucial.
Microfiche sheets are compact, flat sheets of microfilm measuring approximately 4×6 inches, which can hold several frames of documents ranging from 50 to 100 images. Microfiche was an attractive option for businesses and government agencies that wanted to store employee records and library archives, as thousands of documents could be stored on just a few sheets of film. Microfiche was also highly durable and resistant to the temperature changes and humidity of the environment where it was stored.
Despite its advantages of preserving files, microfiche is now seen as a legacy format. The problem with continuing to use microfiche is that it is becoming more challenging to access and retrieve data, and we now like fast accessibility. As many organizations continue to grow and have more files to store, this has become an issue that can no longer be ignored. Microfiche sheets must be loaded onto a specialized reader to view the documents, and locating specific documents requires manual scrolling through the frames, making it difficult and time-consuming to access the information you need quickly.
Another major challenge is searchability. The labor-intensive search, which requires a person to manually search through frames by frame to find the specific needed information, only leads to frustration and wasted time. Businesses cannot afford to rely on such slow, outdated methods to access critical data when a much faster search of files is available digitally. In addition to the challenges of accessibility and searchability, maintaining the physical storage requires ongoing costs for organizing, cataloging, and managing the materials.
Converting your microfiche records to digital formats immediately offers improved access and searchability of your archives. Digital files can be easily indexed by keywords or any criteria that is best for your team to find specific documents quicker and more efficiently. Eliminating the time-consuming task of manually scrolling through microfiche sheets will significantly boost productivity, as your employees can access the required documents instantly and share them with teams in multiple locations in seconds.
Converting your microfiche collection to digital files is a step-by-step process designed to guarantee your records are preserved and accessible for the future. Here’s a closer look at the process and what you can expect when you choose The Document Group for digitizing your microfiche.
The first step is to carefully examine and evaluate your microfiche collection, assessing the number of sheets that need to be converted and inspecting their condition to determine if they are suitable for scanning. When capturing the best possible images for the scanning process, your microfiche sheets need to be clean. If any of the microfiche sheets require cleaning or repair, we will address that upfront. Next, using high-resolution microfiche scanners, we carefully scan each frame of your microfiche, capturing the miniature images of your documents in stunning detail, preserving the quality of the original content.
We scan each frame individually, certifying the integrity of your records so the final digital files accurately reflect the true quality of the originals. The next step is to index or categorize your files to make them easy to search. We then apply OCR, or Optical Character Recognition technology, to convert the text in the scanned images into machine-readable data. This step is essential because your files can now be easily found through a simple search, making your documents far more usable.
We carefully perform a thorough quality check on each digital file, examining every image to ensure there are no issues with clarity, quality, or accuracy. If any frames do not meet our high standards, we will rescan them, certifying the digital files are perfect before they are delivered to you. Once everything is scanned, indexed, and quality-checked, we will deliver the digital files to you in the format of your choice. The files are ready for immediate use and can be securely stored on cloud platforms, integrated into your existing document management system, or saved on your server for easy access.
The Document Group has years of experience handling microfiche conversion projects so you can trust that your records are in good hands. We approach every project with care, making specific the highest standards of accuracy are met. Our advanced equipment, utilizing the latest microfiche scanning technology, is designed to handle large volumes and meet your deadlines without compromising on quality. We ensure your files are kept safe and confidential from the moment we receive your documents to the final delivery.
You are getting a trusted partner dedicated to ensuring your records are preserved, accessible, and ready for the future. Let’s make the transition from physical to digital as seamless as possible. Contact us today to get started!