Overcoming 5 Common Fears In Microfilm Digitization

Getting started on a microfilm scanning project can trigger some fears if you’re not someone who’s done it before or worked at a department or agency that has been part of a microfilm scanning project. What we’re going to do here is talk about five common fears with microfilm digitization and discuss why you don’t necessarily need to be afraid of these, and what you can do to move forward and make your project successful.

1. Cost Of The Project

The first fear is the cost of the project. When you’re jumping into a microfilm scanning job, particularly if you haven’t done one before, you might have no idea how much it will cost to scan your hard-copy microfilm records to a digital format. Naturally, you might be concerned about the costs potentially being astronomical, making you hesitate to start the process. You might fear being stuck with physical reels of microfilm indefinitely. Depending on your specific project, it could indeed be expensive—especially if you have a lot of reels, maybe even tens of thousands. However, projects can vary significantly in cost; smaller projects might only be a couple of thousand dollars, with many possibilities in between.

3D piggy bank blasting off like a rocket ship

When looking solely at the expense category, it’s true that the cost might initially scare you off. However, it’s crucial to consider what you gain—no longer needing to use physical microfilm reels. You’ll also be able to access records and data more quickly. The increased security through backup redundant copies mitigates risks, whether from loss, theft, or natural deterioration and decay. Efficiently using this data can help move your organization forward or at least manage daily tasks without worrying about the logistics of reading microfilm.

The best way to overcome this fear is to contact multiple companies that specialize in this kind of work. Describe your project and ask for comparison quotes. These don’t have to be highly detailed; a high-level inquiry, such as, “I have 500 microfilm rolls and am looking into digitization. Can I get a general cost idea?” You’ll likely find that most providers will be in a similar cost range. Ultimately, the specifics of your unique project will determine the cost, but your goal remains to transition from analog to digital so you can utilize the information more effectively and avoid dealing with hard copy records.

Toy miniature businessman looking at gold coins

If you want a quick idea of what your project might cost, you can use our Project Estimator linked here. Just enter some information about your project, and it will give you a cost range. Go ahead and check it out.

2. Loss Of Or Damage To The Microfilm

The next fear is the loss of or damage to the microfilm while it’s out of your possession.

This can come at any phase during the project. You might be thinking, “Geez, if I have to ship my records to a scanning company, what happens while they’re in transit?” Or even when it gets to that company and they start working on it, you may wonder, “How do I know they’re handling it properly?”

The first part of overcoming this fear, specifically related to transportation, is having a general confidence that things are going to go right. If you’re concerned about using shipping services like UPS or FedEx, you might worry, “What if it gets lost or damaged?” And yes, even the Postal Service could have issues. However, there’s no difference between you driving the records to drop them off somewhere or the company coming to pick them up because anything can happen along the way. It comes down to your risk tolerance. Someone will have to scan these records, and you must decide if getting them to your chosen scanning company is worth it. Transportation is one of the biggest fears we come across. Work with the specific scanning company you’ve chosen and ask how transportation risks can be mitigated.

Then, there’s the concern about what happens once the microfilm is in the hands of your scanning company. This is where it’s crucial to ask about their specific scanning process, how they handle records, and how they ensure your records are secure both physically and digitally. Verify this by asking for evidence, such as providing an external audit indicating that the company is doing what it claims. A visit to a scanning facility is another great way to gain more confidence in working with this company and sending your microfilm records to them.

3. Data Security

Data security is undoubtedly one of the hot topics today, due to the frequent breaches and data releases causing widespread concern. So how do you overcome this fear?

The way forward is to ask a lot of questions about the company you plan to work with. If you’re consulting multiple companies, ensure you’re asking each one specifically about how they handle data security. Security comes in two main forms: one is physical security, which we referenced in the previous section about common fears. This involves asking about how their facilities are secured to protect physical records. Even though these are not digital data, they still contain valuable content and must be protected. You shouldn’t have random people accessing these secured areas. Thus, the first step is ensuring the physical security of your records.

Close up of a surveillance camera being installed

The next important aspect is digital security. This involves understanding where your scanned images will reside, who has access to the data, whether subcontractors are used and how they are vetted. Inquire about how data and images are transmitted—are they encrypted, and what methods of transmission are used? If a USB is involved, is it encrypted? How is it encrypted? If there’s a hosting platform, ask about its security measures, and so on.

Ultimately, it will depend on your specific project and requirements. Ask detailed questions suited to your project’s scope. Additionally, request an audit report from the company. This report is conducted by a third party verifying the company’s claims and practices It.’s an excellent way to confirm if a company is genuinely protecting your records or merely claiming to do so.

4. Lack Of Expertise

Another common fear is a lack of expertise, particularly the worry that you as the buyer might have about your own understanding of microfilm scanning. This fear arises because, without expertise in this area, you may feel overwhelmed or even hoodwinked into committing to something unnecessary or paying too much.

The way to overcome this fear is exactly what you’re doing right now: educating yourself about the topic. You should read blogs and articles from companies that specialize in microfilm scanning, watch videos, and participate in webinars to gain more knowledge. By doing so, when you reach out to a company to discuss your project, pricing, and scope, you’ll have a solid baseline knowledge of the terminology and what should or is likely to happen during the project.

This preparation will help you recognize any attempts to mislead you. If a company starts using language or suggestions that don’t make sense, you’ll know they might not be the right fit. In contrast, if you encounter a sales representative who communicates clearly, asks questions, and makes the process understandable without unnecessary complexity, you can be confident in your choice. Your research will help you trust that you’re dealing with a company that aligns with your project needs and is not trying to confuse or trick you.

5. Losing Control Over The Process

The last kind of fear is losing control over the process. What this means is that people like to be in control of their possessions, and in this case, your possession is your microfilm. When you undertake a microfilm scanning project with a company, and not doing it yourself, which is a whole different topic, you’re going to have to relinquish control over the process and hand off your microfilm to that company. They will handle the scanning, processing, and everything else to ultimately get you back the final product.

For many folks, losing control over the microfilm records is a big step because you may actually need access to those records quite often. You’re worried about how you will access the records to fulfill requests, use the data, or do whatever else you need if they aren’t with you.

Perhaps you’re just so used to having those records with you. Maybe you have one of those desktop scanners, scanning a few at a time, but now you need to move quicker and scan your whole batch of maybe hundreds of microfilm rolls. If you’re not doing it yourself, you’re losing control of that process by having another company do it. You’re just not comfortable with having those microfilm rolls out of your hands and not being part of that digitization process because you’re used to doing it yourself. Naturally, you trust yourself and may have concerns about trusting another company to do this properly.

So, what do you do?

Well, this kind of ties into the topic prior to this, which is the lack of expertise. In that section, we talked about doing your research. Similarly, when facing the fear of losing control over the process, you should do your research to learn as much as you can. It’s not necessary to read every single article or watch every single video, but do enough to understand the company or companies you’re considering. Then, get on the phone or use Zoom with representatives from that company. Ask about their scanning process, inquire about their security measures, delivery methods, and other projects they have worked on. Consider obtaining referrals and references. You need to do the deep dive to make yourself feel comfortable so that you can relinquish some control and let them do their work.

Happy young businesswoman talking on a cell phone

Another thing to keep in mind is that just because you’re losing or giving up control over the process as a whole, it doesn’t mean you’re completely cut out of the project. You can request regular updates. For example, you might say, “Hey, I’d really like to be informed about this. Can I get a weekly update on what’s going on?” They’ll probably say, “Sure, no problem. We can give you a weekly update.” If it’s going to be a three or four-month project, they can provide an idea of what’s happening every week. Not an issue. Or maybe you say, “I like to know what’s going on, so I’ll be reaching out to you often to ask for updates.” This shouldn’t be an issue. The point is, you’re going to have to give up some control over the project so they can actually do the work, but that doesn’t mean you’ll be completely removed from it. You can absolutely be part of the project, even if you’re not the one running it.

In Closing

Microfilm digitization may initially seem overwhelming, yet by addressing common concerns such as cost, data security, and control, you can turn challenges into opportunities. By utilizing expert advice and prioritizing secure, budget-friendly solutions, you can achieve a seamless shift to digital archives. Trust that with the appropriate mindset and resources, you’ll safeguard your invaluable records for future generations.

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Overcoming 5 Common Fears In Microfilm Digitization