Today, it’s very common to make copies of your documents and save them on a USB, a cloud based document management for small business, or more. However, for companies and businesses that have to deal with a mass number of documents, this isn’t the best option. For them, microforms are the safest, easiest and most storage-friendly options to choose from.
Despite popular use since 1961, there’s still a lot of confusion around microform usage, particularly when it comes to the difference between microfilm and microfiche. If you’re in the same boat.
So, what is microfilm and microfiche? And how to use microfilm today?
We’ve crafted a short guide covering everything you need to know, including microfilm conversion and more:
What is Microfilm?
A type of microform, microfilm is available in the form of a thin, film reel. It was developed in the 1800s, but it was not utilized properly until the 1920s. In the 1930s, the New York Times started to use microfilm for archiving and storage purposes. The best part is that the overall height of the reel is only 16mm to 35mm; making it very easy to store.
Having such a compact way to store information was very beneficial, since it allowed companies and government institutions to have a lot of data in a relatively small space.
To make microfilm, a specialized camera is used to reduce the image by as much as 99%, which is then printed on to a special film. It’s usually done in black and white, which the frames look similar to the negatives of a photograph. This reduction in size also makes it difficult to read without the help of a microfilm reader. If stored properly, good microfilms can last as long as 900 years.
The durability is an essential consideration when looking into what is microfilm, as it means that most of the microfilm collections that were created a century ago are still in good condition and can be converted into another format.
Since microfilm has become less practical in the digital age, many companies are considering having them converted into a digital format, where the documents and other historic records can be easily accessed from anywhere in the world.
What is Microfiche?
Another type of microform, microfiche shares similarities with microfilms, i.e., they are also microscopic in nature. However, the main difference between microfilm and microfiche is that the latter medium is available in the form of a card. This is made from a transparent film, which is viewed with the help of a magnifying lens. They are still used for storage in different industries and businesses to this day.
Additionally, the cards are around 105mm by 148mm, making them easy to store. Documents are also minimized to a small size, requiring the use of special tools for viewing purposes. Unlike microfilm, microfiche is said to have a shelf life of 500 years. On the other hand, compared to CD-ROMs, which only last for 75 to 100 years, it is still a considerable time period.
Because microfiche requires special equipment to be viewed, it’s not very practical by today’s standards. Instead of trying to figure out how to use microfiche today, many companies and organizations are opting to have the collection digitized instead.
How Do You Read Microfilm and Microfiche?
Due to the microscopic nature of the data on them, it can be difficult for you to read these documents with the naked eye. Both microfiche and microfilm have to be read with the help of a microform reader. These are specially developed machines with magnifying lenses to make the data readable on a screen
It’s a good idea to consider investing in a microform reader as well when you are opting for microfiche scanning services. In this manner, you’re ensuring that your data is stored safely, is always accessible and readable. Additionally, if microforms are the main method of storage for you, it’s a good idea to have an in-house reader. The downside is that microfilm and microfiche readers are very bulky and can be quite costly to purchase and maintain.
These devices might be a good short-term solution, but they are not viable option in the long haul. With digital technology and software making tremendous progress every year, relying on such bulky equipment for accessing data will put organizations in a bigger disadvantage with every year that passes.
Sure, digitizing the entire collection is a massive project, which is what scares many companies that still work with microfilm or microfiche. But at the same time, the benefits that digitization can offer are far too significant to ignore, so the decision will have to be made sooner or later.
And with professional microfilm or microfiche scanning companies offering affordable and convenient services, the transition to a digital system can not be much less of a hassle than if you had to figure everything out on your own.
HOW MUCH CAN YOU STORE ON THEM?
Choosing which medium of microform to use depends a lot on the flexibility and volume of the data you are wishing to store. Based on this factor, there is a marked difference between microfiche and microfilm.
We’ve taken the time to highlight them here for you:
Microfilm– These are used to store large quantities of data in a single roll of film. Storage capacities range, such as 2400 documents in 16mm and 6000 documents in 35mm. These are also better suited for high volume documents.
Microfiche–These are also used for storage of data in large quantities, but they are used to store tens of documents on a single sheet. They’re favored for being suited for use with low volume batches.
Based on this factor, you can decide which medium will be useful for your business, organization or more.
HOW DO YOU STORE THEM?
Preservation and storage of microforms are very important as they can get damaged from neglect. Care also has to be taken because they can also react with the materials around them and suffer damage. Based on whether you’re using microfilms or microfiches, you may have to apply different measures.
The following is what you need to do:
Storage of Microfilm– Use metal reels that are corrosion resistant, or you can also opt for plastic, standardly sized reels to roll the reel around it. Make sure to secure the loose end of the film with a strip of paper. You can also use some cotton tape to hold it in place. Avoid using sticky tape or rubber bands. Additionally, each roll should be kept in cardboard boxes, sealing containers or polypropylene. The roll should also fit the container. Don’t use large or oversized boxes for it. When you’re labeling the reel;k always label on the container, not the reel, with a permanent marker.
Storage of Microfiche– Compared to microfilm, these are easier to store. You can store a lot of microfiche cards in envelopes, plastic boxes or even file boxes. As long as they are kept away from light and dust, they will stay in good condition. Despite having a header to mark information on, you can also choose to mark the file box instead of the microfiche.
Always make sure that all materials you use to secure and store the microfilm or microfiche in having passed the Photographic Activity Test – PAT. This ensures that the microform data won’t react with the materials and become damaged over time. Proper storage is essential to preserve your records. Additionally, you also want to make sure that you are using an acid-free envelope to store the master copy of microfilms or microfiches.
Why the Microfilm and Microfiche Are No Longer Practical
At this point, we went through most of the important information about what is microfiche and microfilm, as well as how you can use it. However, as already discussed, the technology has had its day and is no longer practical in the 21st century.
At the time when it was invented, both microfilm and microfiche were no less than revolutionary in the amount of information they could store in such a small space.
But today, thousands of times more information can be stored in an SD card smaller than a fingernail, so staying attached to such an outdated system simply doesn’t make any sense.
And then there’s the problem of actually accessing the information. Even if your microfilm or microfiche is meticulously organized, finding a specific document or record can take a lot of time.
And you will also need special equipment to access it, which can be costly to get, expensive and difficult to maintain, and problematic to store in your office.
Finally, with physical records, you will always run the risk of them getting damaged, destroyed or misplaced. But if you digitize the records, the problem is solved in an instant, as all of the records can be backed up in the cloud and remain secure forever.
Converting Microfilm and Microfiche to Digital
While microform was the primary method of backing up large volumes of paper for many decades, maintaining and accessing those documents can be very cumbersome in today’s day and age. Most companies are now opting for microfiche and microfilm conversion to digital. Digital files are much more easily accessible and don’t take up lots of space.
If you find that your microform media and associated equipment is taking up too much space in your office and retrieval of those documents is proving difficult, you may want to consider using a professional microfilm or microfiche scanning service provider. Microform scanning companies can digitize and index your documents so they can be accessed, retrieved and distributed in seconds without having to use a bulky microform reader.