Microfilm Conversion Service Partner

10 Questions to Ask When Researching a Microfilm Conversion Partner

So you are trying to Microfilm Reader Replacementtransition your organization from old microfilm cabinets and barely working reader printers to a modern, elegant electronic retrieval application. The process of digitizing your microfilm records is a bit more involved than one might expect. There is project planning, indexing, microfilm preparation and secure transportation of the records to the microfilm conversion partner facility. It is critical that you conduct the proper due diligence when deciding on your microfilm conversion partner. Here are 10 questions that should be asked of every potential microfilm conversion partner during the decision making process:

1) What is their primary business?

2) Do they have references?

3) What was their biggest microfilm scanning project?

4) Will the vendor accommodate your needs, regardless of if you need on- or off-site scanning?

5) Do they have cameras and security clearance at their facilities?

6) Do they conduct background checks before hiring employees?

7) How is their network security and document control?

8) What is their maximum processing capacity?

9) Age of their equipment?

10) Are their employees full time or temporary?

A microfilm conversion project typically takes several months to complete. If done correctly and with the right microfilm conversion service partner, your records will not only be digitally converted, but they’ll also be of higher quality. Technologies like full text indexing make retrieval a lot easier. Selecting the wrong microfilm conversion partner can cause delays, lost records during the microfilm conversion process and implementation problems. Getting answers to the above questions will help ensure that you select the right microfilm scanning partner that can make your project a success.

Call (800) FLY-FILM or email us to learn more about our microfilm conversion solutions!

2018-11-29T08:17:24+00:00December 8th, 2014|Microfilm|

Student Records Microfilm Scanning Solution

Schools and colleges all over the country are learning that microfilm scanning can be affordable!

If you work in a school office, you are probably used to working with thousands of student records, transcripts and other documents that are stored on microfilm (or paper). The law requires that student records be kept and archived for years and years. Filing and retrieving these records is inefficient and the cabinets they are stored intake up valuable space. Microfilm readers are not easy to deal with. Furthermore, what about secondary copies in the event a disaster strikes like a flood or fire?

Ever thought about a student records microfilm scanning solution? Maybe you have looked into converting those microfilm cabinets but found out just how expensive it is. We have developed a student record microfilm scanning solution that will free up all the space that those microfilm cabinets and reader/printers are taking up. Our microfilm conversion solution comes with an easy-to-use web viewer, making it easy to maintain student records and streamline daily retrieval processes.304 Student records that once would take hours, even days to retrieve, can be searched for and retrieved in a matter of minutes or seconds from an Internet browser application. Your student records will be digital and part of your broader IT backup and disaster recovery plan. You’ll no longer have to handle two separate microfilm libraries because secondary digital copies can be backed up off-site to securely protect student records from floods, fires, and other disasters.

Don’t think it could be done? It can and school districts, junior colleges and universities all over the country are learning how easy and affordable it is to finally convert those records from microfilm to digital. Read how Fresno State University solved their student record microfilm challenges with our Digital ReeL microfilm scanning solution.

Call (800) FLY-FILM or email us to get a student records microfilm scanning demo!

2018-11-29T08:38:17+00:00December 2nd, 2014|Microfilm|

Go Paperless with a Document Scanning Solution

Gain Efficiency and Reduce the Risk of Losing Valuable Records

Changing any business process can be difficult, but organizations trying to compete in today’s competitive environment are looking to find cost-saving and efficiency wherever possible. Going paperless with a document scanning solution is a proven method to reduce floor space, shipping costs and the risk of losing valuable records in a disaster (e.g. a fire or flood that destroys the only paper copy).

Go Paperless with Document Scanning

By going paperless and storing your documents electronically, you are now able to leverage today’s advanced digital information technologies to protect your data. For example, you can encrypt sensitive and important data so that only those who are privileged to access the information can do so.

Your employees and customers win too. Research and retrieval are much easier now. The same document can easily be retrieved by multiple users at the same time from a PC, tablet or even smartphone. Technologies like OCR indexing and full-text search enable researchers to use keywords and phrases to find records that might otherwise be impossible to locate in a mountain of physical paper and cabinets.

Going paperless can also help facilitate operations workflow, ensuring that no task falls through the cracks. Customers expect more from businesses and introducing workflow to your paperless system streamlines your business processes so that you can improve customer service.

Going paperless with a document scanning solution may appear to be a dramatic step, but with the right partner, it can be achieved. BMI Imaging has been helping organizations (government agencies and private businesses) go paperless with document scanning solutions for decades.

Learn more about going paperless with our document scanning solutions.

Call (408) 736-7444. We are located in Sunnyvale and Sacramento, California.

2018-11-26T13:57:36+00:00November 14th, 2014|Document Management|

Document Management Solutions for Recorders

Join us at NACRC 2014 in Long Beach, California

BMI will be at the National Association of County Recorders, Election Officials and Clerks (NACRC) Annual Conference in Long Beach. The conference will be held from August 22-25th at the Renaissance Long Beach Hotel in Long Beach, California. BMI will be demonstrating document management, document scanning and microfilm conversion solutions for couRTEmagicC_nacrc-logo.jpgnty recorders. Our solutions are designed for vital and official records (OR) and include book scanning, data acquisition and integration with existing applications. We leverage new scanning technologies that include high quality digital images that are text searchable.

The use of the Cloud for land records storage is also top of mind with many of the recorders we talk with. We have SaaS and BMI-hosted solutions that many California county recorders are using today. In fact, we have the #1 microfilm conversion solution for California Government with Digital ReeL. We’ll discuss how our recorder clients are using the Cloud and some of the special considerations for land records.

We will also discuss solutions for legacy land records that must be retained forever, yet currently archived on microfilm and in danger of deterioration. Most of these vital and official records are not accessed often and we have affordable microfilm scanning solutions to help mainstream these records into the larger digital and disaster recovery processes of county land records departments. Stop by BMI’s booth to meet our company and view live product demonstrations.

Learn more about the BMI document management solutions for Land Records.

2018-10-01T13:49:39+00:00August 17th, 2014|Document Management|

Three Document Scanning Pitfalls to Avoid

BMI has been providing document scanning services for government agencies and companies for over 50 years. We regularly help organizations rid themselves of boxes, folders, cabinets and drawers of paper. Over the years, we have seen a full range of best practices and challenges when it comes to document scanning and paperless initiatives. We thought it would be useful to share three of the common pitfalls organizations run into when evaluating document scanning services.

1) Underestimating the Scope of the Document Scanning Project
Paying someone to scan paper records to a digital format? No way. Ok, maybe for a folder or few personal documents, you are right! You can do it yourself. But, when you are looking at scanning boxes or filing cabinets of paper, you’d be surprised at how fast you might be Document Scanning Servicesgetting in over your head. How much do you want to spend on scanning equipment? Who is going to actually perform the document scanning? How much per hour and have you thought how long this is going to take? What about the need to merge documents or properly index them so they can be found once in a digital format? Do we even have internal servers large enough to hold all this information?

2) Not Involving All Stakeholders in the Requirements Phase
Document scanning projects happen all the time. Somebody makes a decision to digitally scan a set of records but does not consider the overall organizational process. Who is accessing the records and how do they prefer to search for the records? Are there retention requirements on these records? How many departments in the organization need access? Is IT involved and do they have the infrastructure ready to handle the new digital data?

3) Failure to Examine All Digital Retrieval Options
We commonly get requests to simply scan paper documents to PDFs and provide the hard drive. Some customers have an existing system they want the documents uploaded to. However, there are many new and innovative document management and access solutions that can save hundreds of man-hours spent retrieving documents. Questions to consider include: What fields do we want to index? Do we want the ability to full-text search records to really unlock retrieval potential? What about record enhancement options for digital documents that are tough to read? Should we consider document hosting as an easy way to store and securely access these records over the web?

Working with a document scanning and document management solutions provider like BMI brings expert document management consultants to your project. Plus, we have internal development tools capable of integrating your digital documents into your existing business processes. In that way, you leverage current investments but also take advantage of modern document retrieval approaches such as image-enablement of applications and document hosting.

Do the job once and do it right by outsourcing your California document scanning requirements.

2018-11-29T08:26:06+00:00June 17th, 2014|Document Management|

Microfilm Reader Replacement Solution

Have an outdated, broken microfilm reader? Think it is too expensive to digitally convert your records? When we work with clients, they are often facing a conundrum – where to find a part to fix a broken microfilm reader or a new microfilm reader. They may have looked at digitally scanning their physical microfilm library in the past but have been accustomed to prices that are just too expensive. Think again!Microfilm Reader Replacement Solution

If you are faced with a poorly performing or broken microfilm reader, now is the perfect time to look at a microfilm reader replacement solution by digitally converting your records. BMI has solutions that are affordable for legacy records on microfilm. Rather than throwing good money at a legacy technology, let us help you eliminate the need for users to hassle with physical microfilm or learn how to use a physical microfilm reader.

We have a variety of microfilm reader replacement solutions to fit your requirements and budget. We have physical devices that let your staff, citizens or customers scan individual rolls into a digital format. If you have a larger archive and want us to convert everything at one time, Digital ReeL is an affordable microfilm reader replacement offering. Maybe you want something fully turnkey? If so, ask us about our hosting service. We’ll not only scan your microfilm, but we’ll also host your digital records at our data center. Simply log-in through a browser to access your records.

2018-11-29T08:21:21+00:00June 9th, 2014|Microfilm|