// RECORDS MANAGEMENT
// RECORDS MANAGEMENT
Microfilm and Microfiche Scanning
The Basics of Scanning Microfiche and Microfilm to Digital Formats
Microfilm and Microfiche have been a reliable alternative to hard copy file storage since the mid-1800s and have a long and storied history. Both are considered Microformats and have proven essential to efficient information management for nearly two centuries. However, with advances in technology, converting legacy data from Microfilm to a more usable format, such as TIFF or PDF images, has become a requirement for many organizations.
The Challenges of Storing Microfilm/Microfiche
Many companies and government organizations have significant amounts of information stored on Microfilm rolls or fiches. Some of the challenges of storing these files are:
- Often, these rolls are not easily accessible and cannot be shared between multiple people within the organization.
- As time passes, the equipment used to search for data on these rolls is either damaged or unavailable, making access to the information virtually impossible.
- The film or fiche condition: If there is any disaster or improper storage, the information can be lost entirely.
The Solution
Emerald helps clients to convert rolls to digital images and saved them into a Document Management Solution or into any portable media. With an increasing demand for immediate access to information, Emerald offers clients an easy, outsourced method of converting this legacy information to any kind of format.
We has the flexibility to convert:
- Films that are either 35MM or 16MM, Blipped or Unblipped.
- For Microfiche, we can accommodate either Jacketed or COM Fiche.
Our Process Includes:
Free Onboarding Consultation
We will meet with a member of your team and assess the number of rolls, fiches, etc., that need to be converted and planned all the logistics of pickup and delivery.
Specialized Indexing
Emerald indexes the Film or Fiche with keywords, or index values, to help users quickly search and retrieve the data they’re looking. The Index values could include: Title, Date Created, Format, Author, and many more according to your need.
Document Upload
We will ensure that your imaged data will be delivered to your Document Management System efficiently, or we will save your information into a portable media of your choice.
Explore the Benefits:
Effortless Retrieval
Eliminate outdated Microfilm and Microfiche readers and save time. With a single click, you’ll be able to access any file.
Immediate Access
Images can be printed, faxed, or e-mailed in less than one minute.
Shared Access
Multiple users can access images at the same time over a network. No need to wait for another person to finish using the readers.
Improve your Search
The Results of Converting Microfiche and Microfilm
By providing immediate access to information that was previously stored on Microfilm or Microfiche, organizations are able to address the needs of their end-users communities’ better. Information can be searched and retrieved in seconds without the need for any specialized equipment. In addition, data availability is improved to help with audit and compliance requirements, such as the Freedom of Information Act (FOIA).
How Our Document Scanning Process Works
We make it easy to transition from paper to digital — without disrupting your day-to-day operations. Here’s what to expect when you work with Emerald Document Imaging:
1. Free Consultation & Planning
We start by learning about your goals, timelines, and the types of documents you need scanned. From there, we design a customized plan tailored to your workflow, compliance requirements, and business needs.
2. Pickup & Project Implementation
Once your project workflow is established, we take care of everything: secure pickup and transport, meticulous document preparation, high-quality scanning, detailed indexing (by name, date, patient ID, etc.), and thorough quality control. We ensure your documents are digitized accurately and ready for seamless import into your software platform.
3. Secure Delivery & Integration
After scanning is complete, we deliver your digital files securely. If you don’t already have a document imaging or management system, we can help you find the right solution — including a free demo of a cloud-based document management platform or delivery of fully searchable PDFs on portable media.
What our clients are saying
Businesses across Long Island and New York City trust Emerald Document Imaging to handle their most important documents — securely, accurately, and on time.
Frequently Asked Questions
What are the benefits of using a document scanning service?
Document scanning helps your business reduce storage costs, stay compliant with data retention regulations, and eliminate the inefficiencies of managing paper files. Once scanned, your documents are indexed and organized by key identifiers — like names, dates, or account numbers — making them instantly searchable. This not only improves access and security, but also saves time across your entire team.
How much do document scanning services cost?
The cost of document scanning depends on several factors, including the number of pages, document condition, indexing requirements, and the turnaround time. After a free consultation, Emerald Document Imaging will provide a customized quote tailored to your project.
How long does the scanning process take?
Project timelines vary based on document volume and specific requirements. Small projects can be completed within a few days, while larger or more complex jobs may take a few weeks. We’ll give you a clear timeline during the consultation process.
How do I prepare my documents for scanning?
Simply gather your documents as they are. Our team will handle the rest, including removing staples, paper clips, and bindings, as well as repairing any damaged pages to ensure optimal scan quality.
Is my information safe during the scanning process?
Yes. Security is a top priority at Emerald Document Imaging. We follow strict chain-of-custody procedures, use secure transportation, and implement quality control measures at every step to protect your sensitive documents.
What file formats can I receive after scanning?
We offer flexible output options based on your needs. Most clients choose fully searchable PDF files, but we can also deliver TIFF, JPEG, or custom formats compatible with your document management system.
Do I need a document management system to work with you?
No, you don’t. If you already have a document management system, we’ll deliver your files ready for import. If you don’t, we can help you explore options, including a cloud-based document management solution with a free demo.
Ready to Go Digital?
Whether you’re scanning decades of archives or just getting started with digital records, Emerald Document Imaging makes the process simple, secure, and stress-free.
Let’s talk about your project — we’ll provide a free quote and answer any questions.
Or give us a call at (631)-435-2900
