Digitization provides an equal playing field for all the document formats your business uses in your day-to-day operations. As a result, your team becomes more efficient with an enhanced document management system. However, many companies don’t realize that digitization is not limited to paper documents. It also includes microfilm conversion.
You can overcome the limitations of microfilm as a storage medium with an accessible document management system that revolutionizes outdated management practices. Here we look at the digitization of microfilm and how it enhances your document management process.
Microfilm is digitized using a scanning process that maintains your microfilm's integrity, clarity, and quality. Specialty scanning equipment scans the images in bulk to ensure efficiency. Quality assurance protocols are also used throughout the process, from the prepping of the film to the scanning and digital file editing to how the images are indexed and categorized. Microfilm conversion services are the future of microfilm storage, bringing your spools into the 21st century and avoiding the challenge of outdated equipment.
Microfilm was important in document formatting and management when it was first introduced. It could store thousands of documents to free up space for massive paper document storage systems such as newspapers, government agencies and law firms. It was also perfect for large schematics and blueprints. However, while it proved to be more efficient for storing large quantities of paper documents, it also presented limitations, including:
Digitization of microfilm frees up space and creates an easy-to-search digital storage system that frees up space and time. Your team can access digital files from anywhere, enjoy the benefits of quick searches, and put increased office space to better use.
Digitizing microfilm offers many advantages, including:
Digital documents use an easy-to-search indexing system with keyword search capabilities. When microfilm is scanned, metadata is applied to every file. All scans use the same protocols and criteria with the metadata and keywords that people are most likely to use during a search, whether they search by date, file name, client name, order number, etc. All possible criteria are considered to avoid holes in the search process.
Digital document systems use secure cloud storage with strict access protocols such as role-based authorization. As a result, all team members can access and share the documents they need to perform their jobs efficiently. You can even share documents with vendors, partners, customers, suppliers, etc., based on your sharing protocols to streamline processes, improve collaboration, and improve customer service. Your digital document management system allows your team to share information, communicate with colleagues and clients, and collaborate on significant projects.
Although microfilm doesn’t take up as much space as paper, it requires space for the spools of film and readers. If your microfilm library is extensive, you might even rent offsite storage, which is inconvenient and expensive. Digital storage is accessed from anywhere and requires zero physical space.
Systems such as DocuWare allow instant integration with existing systems and standard business applications, providing a seamless transition from microfilm to digital files. This includes Microsoft Office applications, SharePoint solutions, and more. Also, your current manual system is instantly upgraded to an easy-to-use document management interface.
Microfilm is vulnerable to loss, theft, and damage. Digitization ensures critical documents with legal and financial implications have a system that protects your sensitive documents.
An electronic document management system is a much more efficient way to store documents. You can organize information as you see fit based on logical indexing and classification for simplified document retrieval. You can also search based on limited information such as a date, possible keywords used on a document title, or a credit card number.
If your industry is overseen by government-regulated compliance standards, digital documentation provides more control over your documentation. This includes thorough document audit trails and improved document retention compliance using automated deadlines to ensure all required documents are stored based on industry standards and regulations.
Digitization positively impacts productivity, collaboration, and compliance. Your document management system can help drive operational efficiency and information accessibility. You can also automate day-to-day document flow to save time on low-volume, time-consuming manual tasks and gain the following efficiencies:
These are just a few examples of how you can improve operational processes through the digitization of microfilm.
You can revolutionize document management practices through microfilm digitization, providing a single format and storage system that streamlines processes across your entire enterprise. To speak to an expert about your microfilm scanning project, click here to set up a free consultation with MES today.