You can have your entire microfilm archive in front of you and know precisely what you’ll want to scan to digital, but what other things should you be thinking about? In this piece, we’ll give you some ideas that we at Micro Records believe will benefit you in your next project. You can ask many other microfilm scanning companies many of the same questions and get similar answers. Here are five essential ideas we want you to know about that will help guide your decision-making process and enable you to perform a successful microfilm scanning project!
Phases are a Positive
Why phases, you may ask? Because if you attempt to do too much at once, you can get lost and not know where to go. By using a phased approach, you can finish the most essential tasks first, then move onto the other items as needed. Here is an example for microfilm scanning:
- Phase 1: Replicate your current methods
- Phase 2: Get granular with indexing
- Phase 3: Transfer your data
Indexing, or identifying and naming your records, can make or break your microfilm scanning project. It can be effortless and cost-effective or complicated and pricey if not done correctly, so getting this part done is essential! Start from your records, and if you find microfilm by opening drawers and locating a box of film that organized, it could make sense to replicate the same structure digitally. Once those records are scanned and digitally accessed, you can see what might make more sense and do a reorganization of those files based on different criteria.
Identify Primary Points of Contact
A very crucial step, but one that is often overlooked. Because scanning projects are dynamic and involve plenty of unique material such as microfilm, surprises happen. By having a primary point of contact with your company and your scanning partner’s organization, questions and answers will flow much more smoothly to ensure an effective and efficient project.
Understand What You’re Willing to Pay For and Receive
If you want the lowest price, don’t expect sunshine and rainbows at the end of your microfilm scanning project. If you want good value, consider your project an investment that will pay off. Most companies will provide a service for better or for worse based on how much you are willing to pay them. Just make sure you set your goals and objectives very clearly, regardless.
Understand the Material
Ask for what you wish out the project, but temper your expectations. With scanning projects, many believe their digitized records and images will be in perfect shape from the minute they’re converted. However, many don’t realize that it is still a lot of work to keep everything mistake-free and organized. Keep this in mind next time you decide to go with a microfilm scanning company.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.