Libraries and government agencies are responsible for managing massive collections of records, and for decades, microfiche was the go-to solution for storing them. From historical documents to public records, microfiche helped these institutions save space while preserving large volumes of information.
However, as technology has evolved, so have the ways we share and access data. What was once an innovative solution, storing miniaturized document images on film, has become far less practical in recent years.
Accessing microfilm records requires specialized equipment, which is increasingly rare. On top of that, both the microfilm itself and the machines needed to view it take up a surprising amount of space by today’s standards, undermining the original appeal of the format as a space-saving solution.
For those managing large collections of microfiche, these issues are becoming difficult to ignore. In this article, we’ll explore the key benefits of digitizing microfiche and microfilm for libraries and government agencies, and offer guidance on how to approach the digitization process.
The Benefits of Digitizing Microfiche for Libraries and Government Agencies
Digitizing microfiche and microfilm solves many of the challenges libraries and government agencies face when managing large physical archives. It not only protects original materials from damage but also greatly improves the accessibility of the information they hold.
Below are a 9 reasons why libraries and government agencies are making the switch to digital archives.
1. Public Access Without Risk to Originals
Digitizing microfiche allows libraries and government agencies to make their records accessible to the public without putting the original documents at risk. Physical microfiche is fragile and can degrade over time, especially with frequent handling. By converting these records into a digital format, you can preserve the original files and provide users with easy access to the information they need through online databases or digital archives. This not only protects valuable historical documents but also makes it easier for the public to access them without the worry of causing any damage.
2. Easier Access to Records
One of the biggest challenges with microfiche is the specialized equipment required to view the records. These machines are not only becoming rare but also harder to maintain as fewer technicians are available to repair them. By digitizing microfiche, you eliminate the need for outdated viewing equipment entirely. Once records are digitized, they can be accessed on any device, whether it’s a computer, tablet, or even a smartphone. This convenience significantly reduces barriers to access, making it easier for researchers, staff, and the general public to view important records without the hassle of locating and using hard-to-find equipment.
3. Disaster Preparedness
Physical microfiche is vulnerable to damage from disasters such as floods, fires, or other unexpected events. Once lost, the information on these records may be gone forever. Digitizing microfiche provides an essential layer of protection by ensuring the records are preserved in a secure, digital format. Even in the event of a disaster, the digital versions can be safely stored off-site or in the cloud, ready to be accessed at any time. This level of preparedness is invaluable for preserving important historical documents and records that may be irreplaceable.
4. Reduction in Storage Space
Microfiche may have been an efficient way to store large volumes of information in a compact format, but it still takes up significant physical space—especially for institutions with extensive collections. Additionally, the specialized equipment needed to view microfiche consumes even more space. Digitizing these records allows libraries and government agencies to free up valuable room by reducing the need for physical storage. Once the records are digitized, the microfiche and machines can be archived or removed, giving institutions the flexibility to repurpose that space for more productive uses.
5. Improved Accessibility from Any Location
Physical microfiche requires users to be on-site to access records, which can be a significant limitation for researchers, government staff, or the public who need the information but cannot easily visit the location where the microfiche is stored. Digitizing these records removes this barrier, allowing people to access important documents from any location with an internet connection. This convenience makes records far more accessible to a wider audience and ensures that valuable information is no longer tied to a single physical location.
6. Searchability and Indexing
One of the biggest drawbacks of microfiche is the time-consuming process of manually searching through reels to find specific information. Digitizing records makes them not only more accessible but also much easier to search. Once digitized, records can be indexed, making it possible to use search functions to quickly locate specific documents, names, dates, or topics. This drastically reduces the time spent digging through archives and improves overall efficiency for both staff and users looking for specific information.
7. Preservation of Fragile Materials
Over time, microfiche can degrade, becoming brittle, faded, or damaged due to environmental factors like humidity or improper handling. Once this happens, the information stored on the microfiche can be lost forever. Digitizing these records ensures the preservation of their content in its original quality, without the risk of further deterioration. This is especially important for historical records or documents that hold significant value to libraries or government agencies. Digitized versions remain intact and accessible, no matter how fragile the physical copies may become.
8. Enhanced Security and Access Control
Managing sensitive or confidential information on physical microfiche can be difficult, as it’s hard to track who accesses the materials or to control how they’re used. Digitizing these records allows libraries and government agencies to implement strict access controls. Digital archives can be password-protected, encrypted, and restricted to authorized personnel only, ensuring that sensitive information stays secure. This added layer of security is particularly important for government records or any information that must be kept confidential.
9. Cost Savings
Digitizing microfiche can lead to significant cost savings for libraries and government agencies. Physical microfiche takes up valuable storage space, and the equipment required to view it is not only expensive to maintain but also difficult to replace. By digitizing records, you eliminate the need for costly equipment upkeep and free up storage space, which can reduce expenses related to real estate and storage facilities. Additionally, digital records are much easier and more affordable to manage in the long term, leading to reduced operational costs overall.
How to Digitize Your Microfiche Records: DIY vs. Hiring a Professional
When it comes to digitizing microfiche, there are two options: figure out how to scan microfiche and microfilm themselves or hiring a microfilm scanning service like SecureScan. Both options have their merits, but the right choice depends on the scope of the project and the resources available.
Doing It Yourself (DIY)
For smaller collections, some institutions may consider handling the digitization process in-house. There are scanners available on the market that allow you to digitize microfiche, but the equipment can be expensive and requires a significant time investment. Institutions need to allocate staff to learn how to operate the scanners, perform quality checks, and ensure the digitized files are properly stored and organized. DIY digitization may work well for smaller projects where speed isn’t a priority, and it can offer the benefit of keeping full control over the records.
However, for larger collections, the time and labor required can quickly add up, and the dangers of DIY scanning might outweigh the benefits. DIY digitization also requires a high level of technical expertise to ensure the process is done correctly and the files are stored in a format that will remain accessible in the future.
Hiring a Professional
For those with larger microfilm collections or those that want to ensure the highest level of accuracy and efficiency, partnering with a professional scanning service like SecureScan is the way to go.
With over 21 years of experience in microfiche and microfilm scanning, we have developed the expertise needed to handle even the most delicate and complex collections. Our highly trained technicians carefully manage every step of the process, ensuring your records are digitized with precision and stored securely.
By choosing SecureScan, you’ll not only save valuable time and resources but also gain peace of mind knowing that your project is in capable hands. We offer customizable solutions, including indexing and search functionality, to make your digital archive as accessible and user-friendly as possible. Plus, you avoid the need for expensive equipment and the risk of potential errors that come with doing it yourself.
If you’re ready to digitize your microfilm collection, SecureScan is here to help. With over two decades of experience, we take pride in handling your microfilm with the utmost care and delivering high-quality results. Contact us for more information or get a free quote from one of our scanning technicians today.