Libraries and government agencies play an important role in preserving information that the public relies on. For many years, microfilm helped make that possible, allowing large volumes of records to be stored efficiently in a relatively small amount of space.
But technology has changed, and so have the ways that people interact with information. People expect to be able to access information quickly, and microfilm makes that difficult. Locating a single record requires finding the right box, loading up a reel, and scrolling frame by frame with a reader. The process is time-consuming and increasingly impractical. Not to mention the fact that reader machines are far and few in-between, and physical film collections take up more space that many facilities can’t afford to spare.
For anyone responsible for managing public records collections, these are challenges you know all to well. Thankfully, there is a fast and easy way to move microfilm records into a digital system that will make managing, accessing, and sharing this valuable information a whole lot easier.
In this article, we’ll talk about the benefits that digitizing microfilm and microfiche collections provides to the public, along with what to consider when planning a project like this.
The Benefits of Digitizing Microfiche for Libraries and Government Agencies
Digitizing microfiche and microfilm helps address many of the challenges libraries and government agencies face when managing physical collections. It reduces wear on original materials while making the information they contain easier to access and work with.
Below are nine reasons libraries and government agencies are choosing to move their microfilm and microfiche collections into digital records.
1. Preserving Original Materials
Digitizing microfilm allows important information to be shared without putting original records at risk. Film can wear down from repeated handling, and once it’s damaged, that information may be lost permanently. Creating digital copies protects the originals while giving researchers, staff, and community members a much easier way to view the records. Information can be accessed on a computer rather than relying on a physical reader, helping preserve historical and public documents for years to come.
2. Easier Access to Records
Microfilm is tied to the physical location where it’s stored and the equipment needed to access it. A reel can only be used by one person at a time, during specific hours, and by someone who knows how to operate a reader. These limitations make it harder for staff to respond to requests and for the public to get information efficiently.
Once microfilm records are digitized, they can be viewed on a computer or mobile device without special equipment. This makes it easier for staff, researchers, and community members to access information when they need it. Records are no longer tied to a physical location, supporting collaboration and ease of access overall.
3. Disaster Preparedness And Recovery Planning
Microfilm isn’t immune to unexpected events like floods or fires, and when film is damaged, the information it holds may be difficult or impossible to recover. Scanning these records helps protect them for the long term. Digital files can be stored securely off-site or in a cloud-based system, supporting disaster recovery and keeps important information available even if something happens to the physical collection. This gives libraries and government agencies greater confidence that irreplaceable public records will remain intact when they’re needed most.
4. Reduction in Storage Space
Microfilm was a major step forward in saving space, but large collections can still fill entire rooms with cabinets, drawers, and boxes. Digitizing these records removes the need for physical storage altogether, freeing up space that can be repurposed in more meaningful ways. Once microfilm is scanned and securely backed up, the film and any related equipment can be archived or removed, opening up room for new services or simply creating a more efficient, clutter-free environment.
5. Improved Accessibility for Public Records
Accessibility plays an important role in how public records are shared and used. Through remediation, digitized microfilm can be structured to work with screen readers and other assistive technologies, allowing more people to independently access and understand the information.
Making records accessible helps these institutions serve the full community. Public information is easier to use for people with different needs, while also aligning with accessibility expectations connected to public records and services. With remediation in place, digitized collections are more inclusive, easier to navigate, and better suited for broad public access.
6. Searchability and Indexing
Finding a specific record on microfilm can take a lot of time. Once scanned, records can be indexed and made searchable, allowing staff and users to look up information by names, dates, keywords, or other details in seconds. Instead of scrolling through reels or digging through boxes, the right record is just a quick search away. It’s a major upgrade for anyone who regularly works with large collections.
7. Preservation of Fragile Materials
Microfilm doesn’t last forever. Over time, the film can fade or become brittle, especially if it’s handled often or stored in less-than-ideal conditions. Digitizing protects the information before any damage becomes permanent. Once scanned, the content stays preserved in its best possible quality, even as the physical film continues to age. This is especially valuable when scanning historical records and materials that hold long-term importance. With a digital version available, the information is protected for the future.
8. Enhanced Security and Access Control
Storing sensitive information on microfilm makes it difficult to control who has handled the records or how they’re being used. Digitizing these records makes it easier to manage access more responsibly. User permissions, passwords, and secure storage systems can limit viewing to approved staff, while detailed access logs help track when records are opened. This added protection supports privacy requirements and keeps confidential information safe.
9. Cost Savings
Managing large microfilm collections can be expensive over time. Cabinets, storage rooms, and backup film all take up space that could be used for other priorities. Digitizing these records reduces those costs by shrinking the physical footprint of your archives. Ongoing expenses also go down because digital records are simpler to maintain, organize, and update. Over the long term, moving to a digital system helps libraries and government agencies save money while running a more efficient operation.
10. Easier Retention Management
Many public records have specific retention rules that must be followed. Keeping track of how long each record needs to be stored is much harder when everything is on microfilm. Digitizing these archives makes record management far more straightforward. Digital files can be labeled, organized, and tracked by retention dates, helping staff stay on top of what needs to be kept and what may be eligible for secure disposal. This saves time, reduces storage demands, and supports confident recordkeeping that aligns with required retention schedules.
Approaches To Digitizing Microfilm And Microfiche
There are two main approaches to consider when you’re ready to digitize a microfilm collection. Some institutions try to figure out how to scan microfiche and microfilm themselves, while others choose to work with a professional microfilm scanning service like SecureScan. Both options work, but the best path depends on how large the collection is, the level of quality needed, and whether the right tools and time are available.
Doing It Yourself (DIY)
Some institutions consider scanning microfilm on their own, especially if the collection is small. There are scanners available that can do the job. But the equipment is costly, and the process takes a lot longer than most people expect. Staff need the time and training to operate the scanners, handle the film properly, review the results, and make sure the files are stored in a way that keeps everything organized and usable.
Where DIY scanning becomes risky is with larger or more complicated collections. The time commitment grows quickly, and mistakes can lead to lost image quality or records that aren’t saved in a future-friendly format. Without the right technical expertise, it’s easy to end up with files that are difficult to access or don’t meet expected standards. The dangers of DIY scanning often outweigh the benefits when historical or high-value records are involved, which is why many institutions choose to partner with someone who specializes in this work.
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 22 years of experience in microfiche and microfilm scanning, we have 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.