Experimentation with microfilm started back in the 1830s but this media gained a lot of popularity in the 1920s. That’s when the first practical use of commercial microfilm was registered in New York City.
Technologies in the 1970s and 1980s significantly increased microfilm applications. Even today, many archives contain microfilm copies that feature invaluable information.
Microfilm scanning is an essential process that has to occur in order to digitize data and preserve it forever. Still, many entities that maintain microfilm archives have questions about the procedure.
Here are some of the most important bits and pieces you need to understand before employing a microfilm scanning service.
What Types of Microfilm Can Be Scanned?
Unless you’re a very experienced professional, chances are that you have no idea what kind of microfilms your archive contains.
Generally speaking, there are two main varieties.
The first option is 16mm microfilm. It is most often used for documents like financial statements and meeting minutes. Alternatively, 35mm microfilm is employed for large-format documents.
Both of these varieties can be scanned and digitized with the right equipment. When a document scanning company takes on the project, your archive will be examined and assessed. The service provider will usually have the technology required to get all kinds of microfilm documentation digitized successfully.
What’s the Output of Microfilm Scanning?
Here’s the second most important question – what kind of input will you receive when you have your microfilm documentation scanned?
This scanning process is very similar to getting a paper-based archive digitized. The output will depend on your preferences and the kind of information that the microfilm features.
Usually, microfilm documents are digitized in a PDF format. Whenever these contain visuals, however, image files can also be produced. A common image format is JPEG. TIFF master files are also an option, especially if you need high quality copies.
When you get these files, you can decide to print out the information or upload the date and organize it in a cloud-based archive.
Should I Scan on My Own or Hire Professionals?
Many archive owners believe that the DIY approach is the best and the most cost-efficient. But is this really the case?
Getting microfilm scanned is not a simple process.
You will need a special microfilm scanner in order to get the job done.
Also, you need to have some technical knowledge. For example, you should have a good idea about the reduction ratio. This term refers to the amount by which the microfilm frames have been reduced in comparison to the size of the source document. A typical reduction ratio is 24 to one. The bigger the reduction ratio, the more information can be fit on the microfilm. The quality, however, is going to go down significantly.
Professionals who specialize in the realm of microfilm scanning have the equipment and the technical knowledge to “extract” optimal information from each one.
DIY microfilm scanning can be very time-consuming and the end result will not necessarily be optimal. By hiring professionals to complete the task, you can save a lot of time and even money.
What Are the Benefits of Getting Microfilm Scanned?
Microfilm is a tough and very reliable media. Unfortunately, it is becoming outdated in today’s digital world. Also, poor storage conditions and practices can lead to the deterioration of valuable archives.
Getting microfilm data scanned and digitized produces a range of important benefits.
For a start, the information becomes readily accessible. Digital files can be viewed on any computer or mobile device. The quality of the visual or document is also preserved, preventing potential further deterioration.
Microfilm scanning also increases the security of an archive. Adding the files to a cloud-based archive simplifies both access control and disaster recovery. The risk of losing sensitive data is minimized and data theft also turns into less of a possibility.
Finally, microfilm scanning reduces the cost of maintaining an archive. Physical archives, whether they are paper-based or featuring microfilm/microfiche documentation, necessitate certain optimal conditions and physical space. Ensuring both may be time-consuming, depending on the size of the archive.
When Is the Scanning of Microfilm Necessary?
Right now!
This is especially true for sensitive information and very important, maybe even historical archives.
As already mentioned, microfilm is exceptionally tough and long-lived. As such, it can be an amazing backup option for a digital archive.
A digital copy doesn’t age and it can be protected much better than its physical counterpart. Digital can withstand the test of time, even natural disasters. Physical archives, even the most sophisticated ones, remain vulnerable to the elements.
Completing a scanning project will give you peace of mind and an array of additional benefits. And since you’ll be saving quite a lot of money in the long run, there’s really no need to worry about the cost of completing the digitization. It’s quite affordable, regardless of archive size or imaging complexities.
History, Philosophy, and Newspaper Library University of Illinois from United States, HPNL Reel of 25 mm. Microfilm (7408006026), CC BY 2.0