Microfilm is a media storage method that businesses have used for decades to store a large amount of information in a smaller, more manageable format. Microfilm falls within the subset of microform, which envelopes other types of media storage using a similar method. While microform has its benefits, modern solutions like scanning and digitization can offer something different.
Every business has different needs, so it’s important to consider all factors when deciding to use microfilm storage or scanning services. Here, we’ll explore this subtype of microform and its potential business benefits, along with what business owners should consider when comparing against scanning services.
The Businesses Benefits of Microfilm Storage
Professional storage solutions offer many benefits to businesses. However, microfilm comes with its own set of specific advantages.
Space Optimization
Microfilm was originally developed to allow businesses to store large volumes of documents in a smaller format instead of keeping the full-sized, original copies. Simply put, microfilm is just a picture of the document, very similar to digital images created in document conversion today.
Microform creates an exposure of a document, image, or other paper file that is reduced down, typically to 1/25th of the original. The images are then stored on a film negative and can be viewed using a machine that magnifies the exposure, blowing the image up on a screen. Microfilm can also be viewed using an eye glass to look at the image if there is light shining through. While it is not the most convenient way to look through multiple files, it is still relevant for certain small use cases.
Increased Accessibility
As with most modern storage solutions, microfilm storage increases the accessibility of business data. Microfilm storage providers will help you organize and manage your media in a way that makes it easy to find what you need, when you need it. And with your information in one central location, authorized personnel can reliably access it when needed.
Data Security and Quality
While microfilm can increase accessibility, it can also provide more security for your data. Professional storage providers often have high security measures and standard operating procedures (SOPs) in place.
These can include permissions-based access, temperature-controlled facilities, and disaster-proofing. This means your information will be protected from both unauthorized personnel and natural disasters.
Cost-efficiency
Professional storage solutions, including microfilm, are often more cost-effective than storing files in your office. Documents and other media can add up quickly, taking over all the free space you have available. When you rely on off-site storage for high volumes of data, it frees up office space for strategic use. This can reduce costs for extra square footage as your company — and data — grows.
Considerations When Choosing Microfilm Storage
While there are plenty of business benefits to using microfilm, it’s important to take all factors into consideration. Here, we’ve outlined a few things to think about as you decide if microfilm storage is the right solution for your business.
Microfilm Lifespan
While keeping a smaller-sized digital version takes up less room than storing large quantities of physical files, improper storage conditions can damage your microfilm. This can cause you to lose precious data.
Microfilm can last for many years if stored properly in a controlled environment with regulated temperature and humidity. It should be kept in specialized sealed containers, and only working copies should be used for retrieval. Note that no more than five working copies should be made from the master copy. Additional copies should be made from these working copies.
Working Copies
Only working copies of roll microfilm should be used in viewers or reader/printers. The original is viewed from the shiny base side of the film, with the emulsion on the outside of the roll. The first generation copy is viewed using the dull emulsion side of the film, with the shiny base on the outside of the roll.
Reader/printers are designed to minimize the wear on the front of the film, given only working copies should be used. When an original is viewed, the wear is on the delicate emulsion.
Image Quality
When creating original microfilm, many companies didn’t adhere to good practices or standards. This led to poor image quality. Today, there are still common issues, including inadequate exposure settings, subpar film stock, or poor-quality camera’s, resulting in blurry or distorted images.
Additionally, some microfilm was filmed on a white background, making it difficult to distinguish document edges. This can hinder retrieval and use, as the lack of contrast affects the legibility of the images. To address these problems, it’s crucial to implement high-quality imaging practices and ensure proper handling and storage of microfilm to maintain image clarity and usability.
Retrieval Time
While storage solutions can improve accessibility, microfilm and other types of microform aren’t considered the most convenient. Retrieval can be time-consuming, and poor image quality can make the material difficult to read.
Document retrieval requires physical proximity to the film viewing equipment as well, and searching for a particular document on microfilm may require searching through 50 or more pages. This inefficient process can be frustrating and labor-intensive, further exacerbated by the need to handle and manage physical film.
Microfilm also requires the use of a viewing device to look through files, one by one. This seems hilariously out of place in today’s fast-moving world of technology. Reliance on outdated technology can lead to inefficiencies and increased operational costs for some companies, prompting them to seek more modern, accessible solutions.
The Business Benefits of Digitizing Microfilm
If you store anything on microfilm, microfiche, or other microforms, you can also digitize your data for even more accessibility and backup security. Scanning is a popular solution to increase accessibility, organization, and compliance.
Microfilm scanning services specialize in converting the tiny microfilm exposures into digital records. These digital records can be saved in any format, from hard drives to USB flash drives.
Scanning your microfilm also allows you to use the digital records as efficiently as any other electronic document. You can also make multiple copies of your files with ease, and store them in different mediums — like cloud storage or document management systems — to keep the data safe.
Microfilm Conversion Services via Record Nations
Get microfilm conversion services from the experts at Record Nations. Our microform solutions take the stress off your employees and give you document access you can rely on. We work with a team of experts across the country to provide you with the microfilm solutions that your company needs.
It is important to find a company you can trust to help you manage your important documents and records. You can fill out the form on this page or give us a call at (866) 385-3706 and within minutes of receiving your request, you will have free quotes from experts in your area that can help you with your records management and backup.
