Government agencies and public institutions deal with a significant amount of paperwork and documentation, often requiring decades of storage. In the past, microfilm and microfiche were widely used for storing government and public records due to their space-saving capabilities and durability. However, with the increasing volume of records, managing these documents can become challenging and time-consuming.
Fortunately, microfilm and microfiche scanning have emerged as reliable and cost-effective solutions for storing and managing government and public records, whether you want to scan large documents or bulk volumes of data. In this article, we will discuss the benefits of microfilm and microfiche scanning and how it can simplify the management of government and public records.
Top 7 Benefits of Microfiche and Microfilm Scanning Services
Here are the top benefits of microfiche and microfilm scanning services for government and public records.
- Space-Saving and Accessibility
One of the most significant benefits of microfilm and microfiche scanning is their space-saving capabilities. Microfilm and microfiche take up minimal physical space compared to paper documents, making them ideal for archives with limited storage space. Once digitized, these records can be stored on a server or cloud-based system, eliminating the need for physical storage cabinets and freeing up valuable office space.
- Preservation and Protection
Microfilm and microfiche are known for their durability and resistance to wear and tear, making them an excellent method of preserving historical records. However, they are still susceptible to damage from factors such as moisture, heat, and exposure to light. By converting them into digital files, the original copies can be safely stored away, and the digital copies can be accessed without risk of damage. Digitizing these records also ensures that they are preserved for future generations.
- Improved Efficiency and Productivity
Scanning microfilm and microfiche into digital files can significantly improve the efficiency and productivity of government agencies and public institutions. Before digitization, locating a specific record in a large collection of microfilm or microfiche was a time-consuming and tedious process. Digitization converts all documents into searchable digital files, making it easy to locate and retrieve specific information with just a few clicks.
Digitized records can be easily shared among authorized personnel, improving collaboration and knowledge sharing. This can be especially useful for agencies or institutions that need to share information across departments or with other organizations.
Additionally, multiple people can access the same file simultaneously, further improving productivity. This is a great benefit for institutions that must process a large volume of requests or require real-time access to records.
- Enhanced Security
Physical copies of records are susceptible to theft or damage, and unauthorized access to sensitive information can lead to data breaches or identity theft. Digitizing microfilm and microfiche can provide an additional layer of security by limiting access to authorized personnel only. Additionally, digital records can be encrypted and stored on secure servers, protecting sensitive information from theft and unauthorized access.
In the event of a disaster, such as a flood or fire, digitized records can be quickly recovered and restored. This is because digitized records can be stored in the cloud or off-site servers, which can be accessed remotely, making it easier to retrieve important documents even if physical copies are lost.
- Cost-Effective Solution
Converting microfilm and microfiche into digital files is a cost-effective solution compared to maintaining physical copies. Digital storage requires less physical space, reducing storage costs, and digitized files can be accessed by multiple people simultaneously, reducing the need for numerous physical copies. Additionally, digitizing records eliminates the need for physical maintenance, reducing the costs of preserving physical records.
- Regulatory Compliance
Government and public institutions must comply with regulatory requirements regarding the retention and storage of records. Digitizing records ensures compliance with privacy laws and regulations by providing secure storage and access to records. Reputable microfilm scanning services, such as Smooth Solutions, offer document scanning services that are NAID AAA Certified in the NYC Tri-state area, ensuring that their practices comply with regulatory compliance requirements set forth by HIPAA, PCI, and more.
- Customization & Metadata
Microfilm and microfiche scanning allow for the customization of document formats and resolutions to meet the specific needs of government agencies and public institutions. This means that documents can be digitized in the format and resolution that is most suitable for a particular use case, ensuring that the information is presented in the most useful and user-friendly way.
In addition to capturing high quality images, it is also important that the files are indexed with the appropriate metadata so that specific files can be accessed and retrieved by searching upon keywords within your document management system. Whether you want to scan large documents or any other format, you can rest assured you will receive great results.
Digitize the Past for a Better Future with Smooth Solutions
Microfilm and microfiche scanning is an excellent solution for preserving historical records, improving accessibility and productivity, enhancing security, and reducing costs for government agencies and public institutions. Smooth Solutions is a trusted document scanning company that can help you easily convert your microfilm and microfiche into digital files. Contact us today to learn more about our services and get a quote.