A few years ago, we received a contract through a state system specifically designed for State Superior Courts. Using that contract, a County Superior Court chose us to scan their microfilm rolls. They had approximately 100,000 microfilm rolls they wanted to scan in multiple phases. Initially, this seemed straightforward—just scanning some film. However, it turned out to be a complex project with many pieces of the puzzle to address. One major aspect of this project was its organization and execution on such a large scale. It was so successful that we wanted to highlight it in this blog.
Setting The Stage For A Mega Microfilm Project
First, let’s set the stage for what this project is and why it is such a large undertaking. Most microfilm scanning projects will typically involve a few hundred rolls of microfilm, or maybe a few thousand—between 2,000 to 4,000 rolls would be considered a standard project. However, when you reach 8,000, 9,000, or 12,000 rolls, this is typically regarded as quite a large project in the grand scheme of things. In this case, with close to 100,000 rolls, it is clearly a massive project that requires a different type of organization and oversight, not typical of a standard microfilm project at a much smaller scale.
Once we were awarded the contract to work with this client, there was clearly a need for further investigation to clarify some details and hammer out the exact scope of work. This included not just the microfilm itself—which was a known factor—but also how the client already had it organized, which we refer to as “document types.” A document type, or “doc type,” might mean, in the case of a court, civil records versus criminal records, or you might have divorce records and juvenile records. This court system is one of the largest in the country, and there are many different districts within that court. So, not only do you have these document types, but you also have the various districts, and those need to be parsed out not only for digitization but also so that the staff and others accessing these records know which document types they are getting from which district within the system.
A key piece to being chosen by this client was that we had a team of Account Executives dedicated to this Court contract—three to be exact—that, between them, have about 100+ years of experience in the records management and digitization space, especially with microfilm. What they did was visit the client multiple times to evaluate the material, have discussions, and describe how we would work together and what solutions we could provide. They also discussed any obstacles that may come up and how we would work through them with the client, creating a specific project workflow. This led to a certain amount of trust between the client and our team, which helped us get awarded the project.
As a side note, even as the project went on, our Account Executives were constantly visiting this client to assist with organizing and packing the material, helping with any issues that came along the way, and just being in constant communication, as a good scanning partner should.
Now that we’ve set the stage for how this project came to be and what we were looking at, we’ll get into a few more details about the project that are special to call out.
Professionals Think Of Logistics
When you undertake a project to scan 100,000 microfilm rolls, you don’t just do it all at once. Even a company like ours, built for microfilm scanning with many machines and the necessary people and resources for this specific type of project, doesn’t just take 100,000 rolls and knock them out.
What you have to do is create a logistics plan, and this is what really separates the amateurs from the professionals when it comes to digitization projects.
Milestone 1 Proof Of Concept Process
At this point, we have a contracted scope of work. We have our account executives working with the client. We know the plan, and now it’s really about getting started. What we do first, as with almost all of our projects, is run a Milestone 1 Proof of Concept Process to set the stage for the actual bulk amount of scanning that will be done on the microfilm. That Milestone 1, or “M1,” is essentially setting up the unique process flow for the project, running a test batch of microfilm through that entire process flow, adjusting as necessary, and getting approval from the client to move forward with the remainder of the rolls.
Process Flows
In this case, we actually had roughly 15 or so different process flows because we had those multiple districts and document types. We had to create numerous process flows to accommodate each type of document and the specifics of the microfilm. There were also different types of microfilm: 100-foot simplex microfilm and 215-foot duplex microfilm. These had to be handled differently, scanned differently, and processed differently, so we had to create process flows to handle that material.
Scaling Up The Scanning
Once the M1 was completed, we moved into planning the large-scale scanning of microfilm. At this stage, we worked closely with our client to determine deadlines and the monthly capacity for scanning. We decided to scan roughly 5,000 to 6,000 rolls per month, which depended on the document type and district, and what the client could have ready. We then scheduled pickups, sending our drivers to collect materials on a four to five-week basis. This allowed us to continuously scan one batch, return it upon completion, and immediately start on the next batch, ensuring a constant flow of microfilm to work on. This consistent supply allowed us to always move towards project completion without significant delays. Of course, this wasn’t always perfect; sometimes, particular document types required an adjustment in process due to specific nuances. However, our primary focus was maintaining a continual flow of material and digitization so that project progress was uninterrupted.
Additionally, given the size of the project, it was divided into multiple phases due to the client’s purchasing order system. Phase one consisted of scanning roughly 36,000 microfilm rolls, and upon its completion, we received a new purchase order for phase two, which covered the remaining 55,000 to 60,000 rolls.
Communication
With a project as massive and multifaceted as this, clear communication was absolutely essential. Our project managers took the lead on this, along with our production manager and VP of operations, who maintained continual contact with the client. A primary point of contact from our account executive team also met with the client every two weeks to discuss the project’s status, logistics, upcoming document types, and any emerging issues. Communication is crucial to any large-scale project because any inconsistency or error can lead to major issues, making constant and clear dialogue imperative.
Accessing Records During The Project
You may be wondering, with so many rolls of microfilm, perhaps 5,000 to 10,000, out of the client’s hands at one time. What happens if they need something? This is a court system, after all. They may need to access records, such as pulling old cases related to a new case. Whatever the situation, they need this information. So, what happens?
That’s a great question! Yes, our client had numerous requests for materials during the project. Even though these records were out of their possession, they still needed access. To address this, we provided them with access to their account in our BRS application, which stands for “BMI Request System.” This application is specifically designed for situations like these, where clients need materials not currently in their hands because we have them during the project. If a client needs something, they can simply log into the BRS application and create a new request. They fill out details such as the district, document type, and the title of the microfilm, or where we should find the records. Our team then prioritizes locating the microfilm roll, scans it, and processes the request through the BRS application, typically within 48 hours, allowing clients to quickly obtain the records they need and continue with their tasks smoothly.
Having the ability to swiftly request a document, have our team retrieve it, and provide it through the system proved essential when handling multiple daily requests. The BRS system offers a simple yet effective means of communication, allowing for clarifications and notices rather than relying on outdated methods like email chains or threads. As a single source of truth, this application enables multiple people from both sides to access the system, provide updates, offer clarifications, and use it as a collaborative tool.
Digital ReeL Hosted Solution
Another cool aspect of this project is that the client was building a system to house many of their digital images, but it was still in the works. During the initial scoping phase, our account executives offered our Digital ReeL secure hosted solution as an interim system throughout the project. Basically, while the project was ongoing, we would scan the records and provide the cropped images, like PDFs, back to the client. Additionally, we would put the records in our Digital ReeL system, allowing the client to access them and use unique tools such as Global Tech search and image enhancement capabilities. By doing so, the client wouldn’t have to wait for their system to be built to access the images; they could access them through Digital ReeL as needed.
As the project progressed, more and more users started using Digital ReeL, and it became such a success that the client decided to continue with the hosting tool. Towards the end of phase one of the project, they chose to continue using and subscribing to it, allowing them to keep their microfilm accessible to their users on an ongoing basis.
Another aspect that many people might not consider when it comes to hosting is the sheer size of data sets and what your organization would need to do to house them internally. In this case, the data set is almost a terabyte and a half, which is a massive amount of data. Many organizations don’t have the IT structure or capability to create data centers to host this much information internally. Companies like us can provide that service, not only offering the hosting itself but also a useful tool such as Digital ReeL that allows simple access to the records.
At this point, there are over 100 users using the application, and it’s being accessed roughly 60,000 times per month. This usage highlights how essential it is for an organization that needs to find this information to do their jobs efficiently.
Addressing Obstacles With Microfilm
Another aspect of this project we weren’t really surprised to encounter, given the numerous microfilm rolls, is what we call compromised microfilm. In this case, the client had microfilm affected by vinegar syndrome. This essentially means the microfilm is deteriorating and decaying over time until it disintegrates, becoming sludgy. If not fixed or scanned, you may lose that data permanently.
We devised a side-scope project and clarified with our client that if they didn’t scan this microfilm, they risked data loss. Unfortunately, there’s no way to fix vinegar syndrome. You must scan it or hope it doesn’t worsen. However, scanning the microfilm risks damage, as the severity of vinegar syndrome can vary. Sometimes a roll can be fully scanned and remain intact; other times, only half the roll might be scannable before the rest becomes too decayed to retrieve any information from it. There may also be microfilm too deteriorated to be scanned at all.
We agreed with our client to attempt to scan the damaged rolls. If they were scannable, we proceeded with scanning. Unscannable rolls were disposed of, as they were already beyond saving. We worked out a process to test the rolls and scan as much as possible, which required additional handling. Our microfilm scanning machines needed extra cleaning due to the messy state of compromised microfilm, necessitating special processes to scan these rolls effectively.
In the end, our client was very receptive to the idea. They understood that if they didn’t attempt to scan the microfilm, despite potential damage during the process, they wouldn’t be able to use the data anyway. Thus, they made the right choice to move forward with this strategy.
Digital ReeL Saves The Day
One particularly inspiring aspect of this project is that recently, the court system was hit with a ransomware attack, causing a complete shutdown of all their systems—except for Digital ReeL.
Our client informed us that because Digital ReeL was unaffected by the ransomware attack, their staff was able to continue working and maintain service for their customers during the entire attack, which lasted about a week. Not only were they able to access the data, but they could also continue serving their constituents, which is essential for a public organization. Their entire team was very happy and grateful to have Digital ReeL as a solution in place during this incident.
In Closing
As you consider your own microfilm scanning project, remember that the key to success lies in selecting a skilled, flexible partner who can accommodate your project’s unique scale and challenges. By doing so, you ensure not only the preservation and accessibility of valuable records but also enhanced efficiency within your system. Trust in the process, leverage technology like our Digital ReeL solution, and watch as your archives transform to meet the demands of the digital age.
Next Steps
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Further Reading
Working With A Scanning Vendor vs A Scanning Partner
Do you need a scanning vendor … or a scanning partner? If you’re not sure which one you need, or even what the difference is, we’ll walk you through how to choose.
Microfilm Digitization Hacks: 4 Ways To Streamline Your Project
Use these tips and hacks to create a simpler, more efficient, and smoother microfilm digitization project for you and your scanning partner.
Overcoming 5 Common Fears In Microfilm Digitization
We’ll cover five common fears of microfilm digitization and discuss why you don’t need to be afraid! And also what you can do to move forward and make your project successful.