By BMI Imaging Systems

09/17/2010 The integration of electronic document management systems with back file microfiche scanning services are complex. Aside from the equipment and staff requirements, the process for back file microfiche scanning is significantly different than day-forward document scanning. Inexperienced management and operators using fast, robust equipment with improperly designed processes for a specific microfiche scanning project only increases the problem.


The mistakes often made in the planning of microfiche scanning services are in the estimation of the length of time required to complete the job. In-house microfiche scanning often encounters problems resulting from a serious miscalculation in the effort required - even for teams who day-forward scan paper records. Oftentimes, most of the time spent in a microfiche scanning project is image quality assurance (QA), validation and correction. The process, team and experience required to create a QA system that finds microfiche scanning problems is an issue in itself.

Inexperienced teams and operators will probably find problems much later in the process, making the effort to correct the problem all the more difficult. Using a fast system only adds to this problem. While some agencies successfully complete microfiche scanning services, most encounter problems which are usually the result of the large number of intangibles and unexpected issues that pop-up during the microfiche scanning process.

In addition, training is usually ignored in the time estimate for equipment calculations. Most microfiche records are not in perfect condition and it is not likely that every image will be captured in an acceptable manner. Operators may not even know how to acquire the necessary quality until hundreds or even thousands of microfiche records have been digitally converted.


Once you have become an expert in all aspects of the microfiche scanning process - preparation, hardware, software, microfiche scanning, quality assurance - your agency will likely realize that it was a lot a time invested for a one-time project. Sure, your team has built a new competency, but will you ever re-use that competency on a future project? It's unlikely. It's easy to see how in-house microfiche scanning can be a difficult and costly non-core business process.

Using a document retrieval system that is partially digital, partially paper and partially microfiche is inconvenient and may lead to incorrect record retrieval. The commitment to a digital, document management solution to fit your organization's document record retention and retrieval processes is at risk the longer your records remain in disparate formats.

Eliminate Risks by Outsourcing to an Experienced Microfiche Scanning Service Provider

Outsourcing microfiche scanning is a way to eliminate these risks. Outsourcing providers make investments on behalf of many clients, spreading the costs of infrastructure and experienced labor across many projects. By sharing these investments, your organization is sharing the reduced risks that come with the latest technologies and teams who have completed many microfiche scanning projects. Outsourcing your microfiche scanning to a microfiche scanning service bureau with a history of fast high-volume, high quality turnaround reduces this risk and enables your organization to stay focused on what it does best - serving clients and citizens.
The result is that when agencies outsource to a microfiche scanning company, they become more dynamic, efficient and flexible when new opportunities present themselves.