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Published: Thursday, 12 March 2015 14:00

Microfiche have been used for space saving document storage for years but one thing they don't offer is a great deal of accessibility. Here we'll look in greater depth at the problem and present a solution.

Problems with Microfiche

Before the world turned digital and found ways to make everything instantly accessible, microfiche were the preferred format for storing large numbers or sized files in a more compact way. By doing this however, most companies created a big accessibility problem for themselves.

To view files stored on microfiche, you must first find the specific microfiche containing the file you need, then you need to load it into a microfiche reader (assuming you've got the right file!) before you can view the information. As for sharing the files, the original would need to be sent to the relevant person while editing is impossible without creating a new file. So what can be done to make files on microfiche more accessible?

The Solution

Digitising your microfiche to be stored electronically in a digital document management system is the perfect solution to be able to easily access your files. And don't worry, it isn't as complicated as it sounds. You can outsource the job to specialist microfiche scanning companies who will scan and convert the files for you. Once you have digital versions of the documents you once stored on microfiche, you can begin to experience the improved access you can have to your files. Unlike microfiche, digital documents can be accessed at the click of a button and, depending on where you store them (shared network, cloud system, USB), you will be able to view, edit and share files from almost anywhere at any time.

Other Benefits

Increased accessibility isn't the only benefit that microfiche scanning can bring either. It can also bring costs savings (from expensive equipment, maintenance and storage costs), space savings (with digital files only occupying virtual space) and better security (with file encryption and password protection). With these attractive benefits, it's not hard to see why so many companies have already taken the step towards digital file management by having their microfiche scanned.

Scanning Microfiche For You

Here at Pearl Scan, we can digitise your microfiche using our superfast microfiche scanner for a cost effective solution for your important files and documents. We can scan 16mm microfiche, 35mm microfiche, COM microfiche and COMBI microfiche to a range of formats including PDF, TIFF and JPEG. Your digital documents will then be delivered to you on USB, CD, DVD, secure FTP or using our cloud service, Pearl Cloud. For large bulk projects, we can also provide our specially designed file retrieval software, Halogen to help you manage your files quickly and easily. We have lots of information about scanning microfiche and other services on our website so check it out or give us a call for your free, no obligation quote.

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Published: Monday, 09 March 2015 14:00

Making the step towards digital document management can often be a big decision and one that needs to be carefully considered. So, here's some extra reasons why going digital is the best solution whether you store files on microfiche, microfilm, aperture cards or just paper.

To Save Money

Storing files in hard copy wastes costs in a range of ways you might not even have realised. From extortionate off-site storage costs to expensive equipment needed for the likes of microfiche, microfilm and aperture cards.

To Increase Productivity

Viewing, sharing and editing documents can be a time consuming process with files stored in the methods mentioned above. By scanning and converting them to digital formats, you can send files via email, shared networks or over the cloud as well as edit them in real time and view them instantly.

To Access Files Easier

A great deal of time is wasted retrieving files stored in hard copy, not to mention the extra time wasted with viewing microfilm, microfiche and aperture cards just to find the document you need. With digital and fully indexed files, you can find them in seconds with simple text searches of titles or even contents.

To Free Up Space

If you store a large amount of documents and files on storage methods in filing cabinets overrunning the office, you could free up a lot of valuable space by converting those files to digital. This space can then be used more efficiently or rented out for extra revenue.

For Extra Document Security

Digital files can be encrypted and password protected offering a whole lot more document security than hard copy files which are susceptible to loss and even theft. Even with the highest level of security, digital documents will always be safer than those stored in filing cabinets or off-site storage.

For More Flexible Documents

Digital files can be accessed at any time, anywhere that has access to where the documents are stored (internet, shared network etc). This means flexible working can be a real possibility for you as opposed to being stuck in the office because that's the only place you can access the information you need.

To Preserve Important Documents

Important documents can be damaged or lost if stored on paper, microfiche, microfilm or aperture cards but, by digitising these files, you can ensure they won't be damaged and you can back them up to ensure that even if they are lost, the information can be recovered.

Pearl Scan Can Help

Here at Pearl Scan, we can aid your transition to digital with our completely bespoke scanning services. We offer microfiche scanning, microfilm scanning and aperture card scanning as well as standard document scanning for businesses in Manchester, London and across the UK. We handle the entire scanning project from collection to scanning and OCR processing then delivering your digital documents to you via USB, CD, DVD, secure FTP, email or through our online cloud platform Pearl Cloud. To aid future management of your digital documents, we can also provide our open source, document retrieval software, Halogen. For more information about the services we provide or for a free, no obligation quote, get in touch today.