Navigating the world of microfilm scanning in public sector archives can feel like a maze. But, it’s a crucial task to preserve historical records and enhance accessibility.
As a public sector records manager or leader, implementing effective microfilm scanning strategies could revolutionize the way you manage archives. In this article, we’ll explore five essential tips designed to help you success with your microfilm scanning project.
1/ Do Your Research Before Contact
You need to do your research before contacting a scanning company. This will allow you to have enough general knowledge to be well-informed so you don’t get bamboozled or tricked by someone trying to confuse you with fancy language or jargon. Having enough knowledge about what’s going on will protect you from blindly going along with someone just because they’re the “expert.”
Look at the websites of companies that do this kind of work. There’s plenty of information on the internet; just do a Google search.
Find professionals who do this work for a living and read their blogs, watch their videos, attend webinars, and basically get baseline knowledge so you understand some of the words and verbiage around microfilm scanning. This way, when you start contacting companies, you’ll have an idea to describe what you want and you’ll understand them and know if they’re on the same wavelength as you regarding what you need.
2/ Understand Your Buying Process
Your buying process is a significant driver of microfilm scanning projects, especially in the public sector, which is what we’re discussing in this article. When you start contacting companies about scanning your microfilm, you should understand the steps in your buying process.
Of course, the scanning company folks—the salespeople—will have a selling process, but you need to understand your buying process because those two things may not align. At the end of the day, you’re the buyer, you’re the client, and your buying process is likely going to be the driver behind how the scanning project gets started.
A couple of things to think about are the steps you need to take. You may be ready to go, think this is a great plan, and have a proposal ready, and then it just comes to a screeching halt because you didn’t realize you had to actually talk to this person over there or get the committee over here to approve it, or whatever it is.
So, what are the steps in the buying process? Researching, talking to companies, getting proposals, getting official quotes, confirming fund allocation, contracting, creating a purchase order, and so on.
As mentioned before, understand who’s involved in the process. Is it a singular effort, or is it your small department running the entire buying process? Do you need to talk to multiple people or get your supervisor involved to sign it? Is procurement involved?
This is a critical aspect, and a lot of times, especially in the public sector, everything will be moving along but then procurement gets involved, and it can get stalled because they require certain things that maybe weren’t realized or no one thought had to happen before this project moved forward.
Make sure you know who’s involved and what steps have to be met to ensure the project moves forward.
3/ Understand The Company’s Scanning Process
And just like understanding your own buying process, you should understand the scanning company’s process. Not their selling process—those are the steps they take to start the project. We’re talking here about the actual scanning process.
Every company handles scanning in its own unique way. Generally, the process will be familiar, as you’re transitioning from a hard copy to an electronic record. However, there will be different steps involved and unique aspects to their scanning process. You need to ask about it.
Of course, the first question is: do they have a process? If you ask about their scanning process and it seems like they’re making it up, or they don’t really have a good, step-by-step process for what happens when they receive your microfilm, that could be a red flag. It doesn’t need to be absolutely specific to your needs since the scope of work may not yet be defined, but having a general scanning process is a good sign.
The overall thing you’re looking for is that you feel comfortable handing off your microfilm to them and understanding their scanning process. You want to have a warm and fuzzy feeling that they know what they’re doing, have done this hundreds or thousands of times, and that your microfilm is in good hands. Of course, you want the end results to be good, but also, how it’s done matters too.
To see BMI’s microfilm scanning process as a video, click here to go to our YouTube channel.
4/ Verify Qualifications
Verifying the qualifications of scanning companies is an essential aspect of microfilm scanning, especially in the public sector. You want to make sure that you’re not doing something that could cause an issue within your department or organization.
What you can do is ask for references to get contact information for clients and understand what projects the company has already completed with other clients. Look for projects that are similar to yours. If you’re focused on microfilm scanning, you want to hear about microfilm scanning projects. You’re not necessarily interested in paper scanning. Can it be relevant or interesting? Sure, but you need to know that they’re proficient with microfilm scanning specifically.
Request references from other public organizations that have undertaken microfilm scanning projects. They are likely to have similar processes, especially regarding the buying process, procurement, and funding, which can be similar in the public sector.
When evaluating scanning partners, you should check is their certifications for various security regulations or compliance. For instance, if you’re dealing with medical records, it’s important to confirm their HIPAA compliance. Similarly, for law enforcement or criminal records, ask if they are CJIS compliant and a CJIS-listed vendor, as handling criminal justice information requires specific protocols.
It’s also wise to inquire about other aspects such as whether they’ve been audited. Do they conduct internal audits to ensure their operations run effectively? Have they been audited by an outside company, like a SOC 2 Type II audit? Depending on the type of organization you’re in, there are various qualifications you should verify related to certifications, compliance, and more.
Security is a critical aspect when selecting a scanning company, and this involves certifications, qualifications, regulations, and more. Even if your data isn’t sensitive, it must be protected and handled properly.
Especially for sensitive data, understanding how the scanning company handles your data is vital. How is the data physically and digitally protected? What processes are in place for this project? These are essential questions to ask, ensuring the scanning company provides the necessary answers for you to proceed confidently.
5/ Talk To More Than One Scanning Company
Lastly, it is important to talk to more than one scanning company. If you only talk to one company, that’s the only version of the microfilm scanning story you have. However, by consulting with multiple companies, you will get a baseline of what should happen. Each additional company you speak with will expose you to different methods of performing the work. This will help you gauge the knowledge and experience of each company, aiding in your decision of which one is the best fit for your needs.
You’ll also benefit from receiving feedback from different perspectives. Since everyone conducts this process a little differently, talking to multiple companies allows you to compare different approaches. You might have a certain idea of how it should be done, or a company might suggest option X, but then another offers option Y, which you find to be a great idea you hadn’t considered.
This is all about due diligence. When progressing with a project, you should be able to explain to anyone in your department or organization why you made your decision. You’ll be able to say, “I evaluated A, B, C, and D, and this is why I chose this company.” By thoroughly examining your options, you ensure that your decision can be confidently backed up in the future, avoiding any criticism based on the information you gathered and provided.
In Closing
The journey into efficient microfilm scanning in public sector archives is all about modernization and accessibility. By embracing these essential tips, you’re well on your way to optimizing the management and preservation of invaluable records.
Remember, each step you take is crucial in reimagining how historical and current data serve today’s needs. With meticulous preparation and strategic planning, the potential to turn microfilm records into digital gold is firmly in your grasp. Keep moving forward, and watch how these timeless archives evolve to meet contemporary transparency and efficiency requirements.
Next Steps
Reach out to us today! Click the “Get Your Quote” button below, fill out the form, and we’ll quickly reply to you to discuss your project.
Further Reading
Ensuring Data Security During the Digitization Process
Choosing a scanning partner is tough. Knowing they’re keeping your records secure is tougher. Learn about different security aspects of a digitization project and how to check if they’re being followed.
5 Vetting Questions For A Document Scanning Service
How do you choose who you’ll work with for your document scanning project? In this article we’ll give you five vetting questions that should get you started on the right foot.
Navigating A Large-Scale Microfilm Scanning Project: Scope, Costs, And More
What makes a “large” microfilm scanning project different? Learn about scope considerations, costs, logistics, and more to help you navigate your way to success.