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Convert Microfilm Microfiche To PDF – Microfilm Conversion

Convert Microfilm Microfiche To PDF – Microfilm Conversion

by | Nov 29, 2022 | Blogs, microfiche scanning, Microfilm Scanning, Microfilm to Pdf Conversion

Last Updated on May 14, 2024

Microfilm to Pdf Conversion

Microfilm and microfiche conversion can seem like a daunting, complex, and time-consuming process. You can handle the conversion process within budget without exhausting yourself. Converting microfilms and microfiches will completely change the way to store information and records.

The document scanning and digitizing agencies have advanced microfilm and microfiche scanners that can produce accurate digital copies from microfilm rolls and microfiche cards. The rolls and cards may contain images, research data, medical records, historical documents, and so on.  Here in this post, we are discussing the process of microfilm conversion to pdf.

Converting Microfilm to Digital Images

Microfilms/Microfiche has a long life span of 500 years as per the manufacturers. However, the decay starts happening at a much earlier stage despite having the best climate-controlled environments. It is essential to digitize documents, but keep an eye out for any errors on microfilm or microfiche

  • Measles/blemishes
  • Vinegar smell
  • Brittleness
  • Stickiness
  • Fungus

If so, you should immediately opt for document scanning services before you lose some important information. While conversion of rolls and frames, accuracy and precision are the two most important factors to consider. The scanned images are stored in PDF, Tiff, or JPEG formats. Microfilms and microfiches can be converted digitally for the following reasons::

  • Accurate and Clear Images are preserved in digital formats
  • Improved document control improves life span making it indexed and searchable
  • Instant accessibility, hassle-free storage
  • Increased efficiency, cost-effective storage methods
  • Digital backups are the ultimate relief from saving and preserving physical copies.

Want to know more about Microfilm Scanning And Conversion? Having a pile of rolls or frames to scan? Get a free consultation on converting microfilm and microfiche for a reasonable price.

Tips to Convert Microfilm to Digital

The conversion process is a step-by-step process to create digital copies from microfilm/microfiche. The information converted is indexed using the software. Microfilm Conversion into pdfs is useful only when the information is limited. Suppose you have 2500 cards then converting and creating 2500 pdfs is not an optimized format.

To arrange such a big PDF, you need to use an indexing technique. Follow these methods if you want to Prepare Microfilm for Conversion to Digital Files Such as,

A Compression Tool

Compression tools help you create digital files with the same clarity as the originals. When you capture images from a 24x reduction, you have to make sure the details are clear. The compression must meet the document maintenance and retention standards. After image reduction, image enhancement is done to obtain quality images. Normally, the most adaptable format is PDF documents.

Grayscale Microfilm/Microfiche Conversion

Grayscale here does not mean black and white but documents having images along with the text. For these kinds of documents, capturing them in bitonal is not enough. You need adjustable grayscale shades to retain the look of the original image. Sometimes even that is not enough. In the end, you should have the same quality as the original one.

In most cases, directly scanning from microfilm/microfiche produces better quality. However, scanning from the frames and rolls needs expertise-level skills.

Convert Microfilm to PDF

Ultra high quality scanning machines are used for the microfilm/ microfiche scanning. The high-resolution images are thus created which are of superior quality.

Sometimes, the cleaning process is required to improve the scanning quality. The re- editing and image enhancement techniques are used to improve the quality of the documents.

The process followed for microfilm scanning includes
< The microfilm is placed in the microfilm (Mekel Mach) scanner
< A dedicated technician handles the scanning job to maintain the superior quality.
< After the scanning process is carried, the quality of the digital image is checked. If required , the digital copy is edited to obtain a better quality and clarity of the document.
< The process is carried out with a batch processing process for time saving.

Convert Microfiche to PDF

Microfiche and microfilm are made up of the same composition,but one is available in the form of a roll and the other one (microfiche) is in the form of a card.

The Mekel Mach technique is used to scan microfiche. The sheets are placed in the scanning machine one by one and the scanning is done.

The process is similar to microfilm scanning. Here instead of microfilm rolls , sheets are placed. However,post scanning image processing is identical to microfilm. So, after the scanning task is completed , the data obtained from the microfiche is stored in PDF. This digital copy is sharable and can be stored even on the cloud.

Still , if you want to retrieve more precise information from the PDF copy, OCR tools will help you extract bit by bit information.

About Microfilm Conversion Scanners

The scanners used for microfilm scanning are expensive as they are equipped with a high-resolution magnifying lens. A variety of scanners such as Mekel Rollfilm Scanners, Mekel Microfiche Scanners, and UScan Film Scanner are some of the on-demand scanners used for creating superior image quality.

The speed is high speeds (up to 200 images per minute) from even the most difficult-to-read films. These scanners can produce images up to 600 dpi true optical resolution. (create a link here)

eRecordsUSA is an industry leader in microfilm conversion services and microfiche conversion services. At eRecordsUSA, we work with minute detail and ensure superior digital copies (PDFs) from microfilms /microfiche with an accuracy level of 99%. We are using Mekel MACH7 Microfiche Scanner for this process. Moreover, we have an experienced and skilled team to do the microfilm conversion job.

Convert Any Types of Microfilm or Microfiche to PDF

Our scanning process starts with scanning microfiche. We do scanning for the formats such as jacketed, COM, ultrafiche, step & repeat, rewritable, and any microfiche format (diazo, silver, and vesicular). We will then upload the digitized images to your document management software or file server.

The purpose of an industrial roll/card scanner is to increase productivity.  We are an ISO/ISMS Certified doccument scanning company in San Francisco Bay Area known for quality scanning and digitization of Microfilms and microfiche.  As a document digitization company with years of experience and a very formal approach to project processing, we are also flexible enough to meet the needs of our clients.  

Get Free Quotes on Microfilm & Microfiche Scanning Services Today!

Get microfilm/microfiche conversion from the experts at eRecordsUSA. Our conversion solutions can provide a reliable document scanning storage for your effortless access. To get started, contact us right now!

Best Microfilm & Microfiche Scanners List in 2025 [Updated]

Best Microfilm & Microfiche Scanners List in 2025 [Updated]

by | Nov 24, 2022 | Blogs

Last Updated on February 7, 2025

Have you ever wondered why microfilm and microfiche are still widely used despite the digital age? While cloud storage and high-speed digital databases dominate modern archiving, microfilm and microfiche remain indispensable for preserving historical records, legal documents, and research materials. Institutions like libraries, government agencies, and corporate archives continue to rely on these analog storage formats due to their longevity, security, and cost-effectiveness.

However, with aging film degrading over time and modern retrieval systems shifting towards digital-first solutions, organizations must find a way to bridge the gap between analog preservation and digital accessibility. This is where microfilm and microfiche scanners play a crucial role—converting fragile film into high-resolution digital files that are easier to access, store, and search using optical character recognition (OCR) and metadata tagging.

What This Guide Covers

In this comprehensive guide, you’ll learn:

  1. Microfilm vs. Microfiche Difference
  2. Benefits of Scanning Microfilm & Microfiche
  3. Key Considerations When Choosing a Scanner
  4. Best Microfilm & Microfiche Scanners List
  5. Choosing the Right Scanner for Your Needs

Whether you’re an archivist digitizing historical records, a researcher accessing legacy documents, or an enterprise managing film-based records, this guide will help you make informed decisions about choosing the right scanning solution.

Now, let’s start by understanding the differences between microfilm and microfiche and why they continue to be essential for long-term archival storage.

Microfilm & Microfiche Differences: What Sets Them Apart?

As organizations and researchers explore digitization strategies, understanding the differences between microfilm and microfiche becomes essential. Both formats serve the same fundamental purpose—storing vast amounts of documents in a compact, durable format—but they differ in structure, usability, and scanning requirements.

Aspect Microfilm Microfiche
Definition A roll-based film storage medium developed for high-capacity document storage. A sheet-based alternative to microfilm that allows easier document retrieval.
Formats Standard sizes: 16mm, 35mm reels, and 105mm for engineering documents. Typically 4×6-inch transparent sheets holding 60-98 miniature document images.
Storage Capacity 16mm roll: ~2,500 pages.
35mm roll: ~600 high-resolution images.		 Each sheet holds up to 98 images.
Retrieval Process Requires scrolling through a roll to locate specific documents. Instant access to specific documents without scrolling.
Longevity Can last for years with proper storage conditions. Similar lifespan to microfilm under optimal storage conditions.
Use Cases Ideal for newspapers, legal records, historical manuscripts, and architectural plans. Common in libraries, medical archives, and patent offices.

The Benefits of Scanning Microfilm & Microfiche

While microfilm and microfiche provide long-term storage, their accessibility issues in modern digital workflows make scanning and digitization critical. By converting film to high-resolution digital files, organizations benefit from:

  • Enhanced Searchability: With OCR (Optical Character Recognition), scanned documents become keyword-searchable, eliminating the need for manual lookup.
  • Improved Longevity: Digital backups prevent film deterioration caused by moisture, temperature fluctuations, or physical damage.
  • Easier Sharing & Access: Researchers, legal teams, and medical professionals can retrieve and share digitized microfilm in seconds rather than relying on specialized reading equipment.
  • Space-Saving Archival Management: Digitized records eliminate bulky storage cabinets, streamlining document retrieval workflows across organizations.

With a clear understanding of microfilm and microfiche, the next step is choosing the right scanner for efficient document conversion and archival preservation. In the next section, we’ll explore key features to consider when selecting a microfilm & microfiche scanner to ensure optimal image quality, speed, and compatibility.

Key Considerations When Choosing a Microfilm & Microfiche Scanner

Now that we’ve explored the differences between microfilm and microfiche, the next step is selecting the right scanner for your specific digitization needs. Whether you’re an archive manager, librarian, legal professional, or corporate document specialist, understanding the key factors that impact scanning quality and efficiency is crucial.

1. Scanning Resolution & Image Quality: What Level of Detail Do You Need?

Resolution (measured in PPI or DPI) plays a critical role in determining the clarity and readability of scanned images. Higher resolutions capture finer text and intricate details, essential for historical documents, newspapers, and engineering drawings.

Choosing the Right Resolution for Your Needs:

  • 200-300 DPI – Suitable for standard text documents and general archival scanning.
  • 400-600 DPI – Ideal for detailed images, historical records, and small text documents.
  • Above 600 DPI – Recommended for high-fidelity preservation, rare books, and intricate drawings.

💡 Tip: Some advanced scanners offer dynamic DPI adjustment, optimizing file size without sacrificing clarity.

2. Software Features: OCR, File Formats, and Metadata Indexing

Modern microfilm scanners come equipped with intelligent software that enhances usability and retrieval.

Must-Have Software Features:

  • OCR (Optical Character Recognition): Converts scanned film into searchable PDFs and text documents.
  • Metadata Tagging: Allows indexing with document titles, dates, and reference numbers.
  • Multi-Format Output: Supports TIFF, JPEG, PDF, and PNG for various archiving needs.
  • Auto-Enhancement: Corrects brightness, contrast, and removes film defects.

💡 Example: ScanPro 3000 scanners include integrated OCR, auto-indexing, and cloud storage integration, making them ideal for digital record-keeping.

3. Handling Different Film Formats: Versatility Matters

Not all scanners support both microfilm and microfiche. Some only handle 16mm & 35mm reels, while others are designed for flat-sheet microfiche scanning.

Ensure Your Scanner Supports:

  • 16mm & 35mm Roll Microfilm – Used for government archives, legal documents, and newspapers.
  • Microfiche Sheets (4×6-inch) – Common in medical and university records.
  • Aperture Cards & Ultrafiche – Specialized engineering and technical document storage.

💡 Example: ST Imaging’s ViewScan 4 scanner supports all standard microform formats, making it a versatile choice.

microfiche scanning - get quote

Next Steps: Selecting the Best Scanner for Your Needs

Now that you understand the key factors in choosing a scanner, it’s time to explore the top-rated microfilm and microfiche scanners available in 2025. The next section provides a curated list of the best models, detailing their features, use cases, and technical specifications.

Best Microfilm and Microfiche Scanners List

With numerous microfilm and microfiche scanners on the market, selecting the right one depends on document volume, required resolution, and automation level. Below, we review five top-rated scanners, analyzing their features, use cases, and unique advantages.

1. Mekel MACH7 Microfiche Scanner

The Mekel MACH7 is an industrial-grade microfiche scanner designed for high-volume digitization with batch processing capabilities. It’s particularly well-suited for libraries, historical archives, and government institutions that require fast, high-resolution scans.

Key Features

  • Automated Batch Scanning: Processes up to 200 microfiche sheets per hour, making it ideal for bulk conversion projects.
  • High-Resolution Imaging: Supports up to 600 DPI, ensuring clear scans of small text and detailed images.
  • Intelligent Image Processing: Features auto-enhancement, deskew, and dewarping algorithms for optimal image quality.
  • Multi-Format Output: Supports TIFF, JPEG, PDF, and searchable PDFs using integrated OCR software.
  • Minimal Operator Intervention: Automated scanning reduces manual effort, improving workflow efficiency.

💡 Best For: Libraries, universities, government archives, and large-scale digitization projects requiring fast, automated processing.

2. ST ViewScan 4 Microfilm Scanner

The ST ViewScan 4 is a user-friendly scanner commonly found in libraries, research facilities, and corporate archives. It offers an intuitive touchscreen interface and excellent image enhancement tools.

Key Features

  • Compact, Library-Friendly Design: Ideal for public access workstations in museums, libraries, and research centers.
  • Adjustable Optical Zoom: Allows users to manually adjust film focus and magnification, ensuring clarity in scanned documents.
  • Plug-and-Play Setup: Compatible with Windows and MacOS, requiring no extensive IT configuration.
  • SmartScan Technology: Auto-detects film type, enhances images, and removes imperfections for superior readability.
  • Multi-Format Compatibility: Supports 16mm and 35mm roll microfilm, microfiche, and aperture cards.

💡 Best For: Small-to-medium-scale scanning operations, library archives, and research institutions requiring flexibility and ease of use.

3. FlexScan Microfilm Scanner

The FlexScan Microfilm Scanner is a versatile dual-format scanner capable of handling both microfilm reels and microfiche sheets or aperture card scanning. It’s an excellent choice for institutions managing diverse archival formats.

Key Features

  • Hybrid Scanning Capabilities: Supports 16mm/35mm microfilm rolls, microfiche, and aperture cards.
  • Adjustable Resolution: Offers 200-600 DPI scanning, making it adaptable for both standard and high-definition archival needs.
  • Fast Processing Speed: Scans up to 150 images per minute, making it suitable for moderate to high-volume digitization.
  • Advanced OCR Functionality: Converts scanned documents into searchable PDFs, ensuring quick text retrieval.

💡 Best For: Organizations with mixed-format archives needing both microfilm and microfiche digitization capabilities.

4. ScanPro All-In-One Microfilm Scanner

The ScanPro All-In-One scanner combines versatility, compact design, and powerful scanning features—making it a great choice for businesses, legal firms, and small archives looking for a reliable scanning solution.

Key Features

  • All-in-One Functionality: Handles microfilm, microfiche, and roll film in a single unit.
  • Ultra-Compact & Easy to Use: Small footprint, making it ideal for offices, law firms, and small research departments.
  • Smart Image Correction: Features auto-focus, image enhancement, and grayscale/color adjustments.
  • OCR-Powered Text Searchability: Converts documents into searchable PDFs, Microsoft Word, and Excel-compatible formats.
  • HD Optical Lens: Provides up to 26x magnification for reading even the smallest text.

💡 Best For: Small-to-medium businesses, legal firms, and professional researchers looking for a cost-effective, all-in-one solution.

5. Sunrise Imaging SpeedScan Microform Scanner

The Sunrise Imaging SpeedScan is a premium, enterprise-class scanner designed for high-speed production environments. It’s perfect for digitization companies, government agencies, and corporations handling large-scale archival scanning.

Key Features

  • Ultra-High-Speed Scanning: Processes over 200 images per minute, ideal for bulk conversion projects.
  • Multi-Document Handling: Scans microfilm, microfiche, aperture cards, and oversized documents.
  • Fully Automated Workflow: Reduces operator intervention with pre-set scanning sequences and batch processing.
  • Enterprise Connectivity: Supports networked archival systems, cloud integration, and secure data storage.

💡 Best For: Large-scale digitization projects, corporate record management, and government agencies needing high-throughput, automated scanning.

Choosing the Right Scanner for Your Needs

Scanner Model Best For Key Strengths
Mekel MACH7 Large-scale digitization projects Ultra-fast batch scanning, minimal manual intervention
ST ViewScan 4 Libraries & research institutions Compact, intuitive interface, adjustable zoom
FlexScan Mixed-format archives Hybrid scanning for microfilm & microfiche
ScanPro All-In-One Small businesses & legal firms Versatile, compact, OCR-powered text search
Sunrise Imaging SpeedScan High-volume, enterprise-grade scanning AI-driven automation, high-speed processing

 

microfilm scanning - get quote

Let eRecordsUSA Handle Your Microfilm Digitization—Save Time & Resources!

If you’re looking for hassle-free microfilm microfiche scanning, let eRecordsUSA do the heavy lifting. Our state-of-the-art technology and experienced team ensure crystal-clear digital conversions, making your documents easy to access, search, and preserve for decades.

📞 Get a Free Quote Today! Start Your Digital Transformation Now! Don’t let valuable records fade away—digitize your microfilm today with eRecordsUSA!

Digitize Your Microfilm & Microfiche with eRecordsUSA

Preserve your historical archives, legal documents, and research records with Professional Microfilm Microfiche Scanning Services. Instead of handling time-consuming DIY scanning, trust eRecordsUSA for fast, accurate scanning process.

Why Choose eRecordsUSA?

✔️ High-Speed Bulk Scanning – Digitizing 16mm/35mm microfilm, microfiche sheets, and aperture cards
✔️ Secure & Compliant Services – Adheres to HIPAA, NARA, and GDPR standards
✔️ Cloud Storage & Instant Access – Retrieve your documents anytime, anywhere

Contact us for a free quote at [email protected] or Call 510.900.8800 to learn more.

Preserve, Protect & Digitize—Trust eRecordsUSA!

Microfilm Microfiche Digitization Costs, Best Practices & Services

Microfilm Microfiche Digitization Costs, Best Practices & Services

by | Nov 22, 2022 | Blogs, microfiche scanning, Microfilm Scanning

Last Updated on June 21, 2024

Microfilm and microfiche are methods of storing digital records, and important documents in a readable manner to save paper storage space. Nowadays, different corporations and organizations are preferring to use various methods to scan and store documents, images / blueprint scanning.

Digitizing microfilm doesn’t only improve the accessibility of your stored documents but also enables you to create a backup of your data in the cloud.

Are You Thinking of Digitizing Microfilm? This guide provides all the information required for proper microfilm digitization.

What is the Best Way to Digitize Microfiche And Microfilm?

The digitization of microfilm and microfiche data requires special equipment and expertise to ensure that the digital reproductions are of the highest quality and clarity. Strict quality assurance protocols must be followed throughout the process to maintain the original readability and clarity of microform.

Your images need to be transferred into a digital format and properly indexed and categorized so that they are easy to access and use. This means accurately transferring key identifiers, such as the text from the microfiche title area, roll, and frame numbers, or data extracted from the images, into image metadata.

Are You Considering This Process Complicated?

Worry not! Hiring professional microfiche & microfilm scanning services like eRecordsUSA will ensure that your archive is converted into a variety of popular image digital formats, which can be stored in your current cloud storage system. If you don’t have a cloud storage system, we can set one up for you. You also have the option to receive your files on an encrypted USB thumbnail drive.

Process of Digitizing Microfilm

Digitizing data from microfilm and microfiche isn’t a complicated process. But, there are some basic items that you must have. Here are the followings:

  • The microfilm roll, microfiche, and aperture cards that you want to digitize
  • A digital reader or microfilm scanning equipment
  • Microfilm scanning software for image enhancement
  • OCR software for the images (Optional)
  • Storage hardware (or cloud account)

Also Read – How Does A Microfilm Scanning and Conversion Project Work?

What Kinds of Microfilm Can be Digitized?

There are different forms of microfilm. Here are the following types that you can digitize easily:

  • 16mm Microfilm: There is a 16mm microfilm, which has a height of 16mm and a length of varying lengths. A reel holds it.
  • 35mm Microfilm: Microforms like this come in the same shape and size as 16mm microfilms, but they have a 35mm height instead.
  • Microfiche: Instead of being spooled on a reel, the image frames are on a sheet, similar to 16mm or 35mm microfilm. It is typically 105mm x 148mm in size.

Our Services of Digitizing Microfilms: Technical Specifications

During the digitization process, our microfilm digitizing company uses the following standards:

  • Scanning Resolution: We usually prefer 400dpi, but can also go up to 600 dpi on demand.
  • Color Tones: We do Bitonal and Grayscale scanning.
  • File Formats: We digitize microforms data in PDF, TIFF, and JPEG forms.
  • Special File Formats: We use PDF/A with OCR, MS Word, XML, and CSV.
  • Image Processing: We do cropping, deskew, contrast and brightness adaptation, and polarity inversion.

Benefits of Microfilm and Microfiche Scanning

Digitize Microfilm & Microfiche

Many Federal agencies or government agencies are converting microfilm to digital format for creating searchable databases. Partnering with professional document scanning services like eRecordsUSA can help digitize all types of microfilm and microfiche data to PDF, TIFF, and JPG formats.

As a result, it improves accessibility to historic archives and preserves the original records safely. In addition, it’s possible to produce a comprehensive, keyword-searchable, and digital archive.

Here are the key benefits of microfilm and microfiche scanning. Take a look:

  • Helps reduce costs by freeing up space previously reserved for microfilm reading rooms
  • Helps you save money on microfilm reader repair or replacement
  • Reduces the wear and tear on microfilm and microfiche
  • Makes data available to patrons and library staff 24/7
  • Increases the lifespan of the documents
  • Lowers the cost of usage and production
  • Improves storage efficiency
  • Helps to keep the records safe from natural disasters like flood, hurricane and other events

Converting Microfilm to Digital – Step-by-Step

If you have made the decision to digitize your microfiche, here are the following steps that you must take into account. Planning ahead of time makes scanning your microform data easy.

Step 1. Analyze The Amount of Microfiche You Need Scanning

It’s important to get a general idea of the amount of microfiche you need to scan for your project. This will help you set expectations for both the total cost and the amount of time needed to complete your document scanning project.

If you’re unsure about the exact number of images, that’s okay.

Step 2. Determine the Condition of Your Microfiche

The clarity and quality of a scanned image are limited by the condition of the source material. To get an idea of how well your microfiche will scan, sample a few random images before starting the document scanning process.

Generally, microfiche has a long shelf life when stored in the proper conditions and is generally quite resilient. So, take a look for water damage, discoloration, or other deterioration that can lead to unexpected problems later on.

Step 3. Understand Your Requirements

How are you going to use your digitized images once the document scanning is completed?

Some prefer to use microform data for backup/archival purposes, requiring only digitization and storage. In some cases, it may be sufficient to simply scan microfiche images and store them as digital files. However, in other cases it may be necessary to use optical character recognition (OCR) to extract data from a scanned document and store it in text form, integrated with a document management system.

Understanding the use cases for your data can help you make sensible choices when planning your microfiche scanning project and help you avoid unnecessary costs.

Step 4. Decide on Budget

Budgeting is critical when it comes to project costs. Give yourself a bit of leeway, especially if you have made some guesses about the volume of scans you need to perform. It’s not always possible to complete large scanning projects all at once. Due to this, organizations with limited budgets frequently complete the scanning process in phases. In this way, the project can be divided into several smaller, more digestible pieces.

In order to reduce the financial impact of digitizing massive microfiche libraries, you should spread out your project over a longer period of time.

How Much Does Microfilm Digitizing Cost?

There are many factors that can alter the cost of a microfilm digitization project. In order to get the most accurate estimate for your desired project, make sure to consider all aspects with your potential partner. This way you can be sure you’re getting the best value for your money.

Prices can vary from project to project due to the uniqueness of each one. In saying that, some price ranges are listed below to provide you with an idea. Additionally, we’ve included ranges for microfiche sheets in case you want to digitize them.

  • The price of scanning microfilm for 100′ rolls is probably around $50-85/roll.
  • Digitizing microfiche will cost between $1.25 and $1.30/sheet for 16 mm and 35 mm.
  • A COM fiche costs about $3 – $5 per sheet (about 250-300 images per sheet).

Choose us for Microfilm to Digital Conversion Project

For digitizing the microform data, you need a microfilm and microfiche scanner. And, preferring to learn how to use such scanning equipment might take a long deal of time. That said, engaging with pros can handle the entire scanning process and deliver good quality results at reasonable costs.

eRecordsUSA is a leading document scanning company in San Francisco, providing microfilm and microfiche scanning services to several federal, historical, and government organizations for many years. Microfilm scanning is our specialty, and our sophisticated equipment and quality assurance procedures make us a great partner for your next project. Contact us and get a free quote immediately.

Get a Quote

Outsource Document Scanning Vs In-House – Which to Choose?

Outsource Document Scanning Vs In-House – Which to Choose?

by | Nov 4, 2022 | Blogs

Last Updated on May 21, 2024

Outsource Document Scanning Vs In-House

Document scanning is the process of converting paper documents to digital files so that these files become indexable, searchable and shareable online. This process is done in many companies by themselves by having their scanning setup used on a daily basis for the digital conversion of documents.

However, bulk document scanning is not a simple process. Moreover, security, quality of scanning, proper storage and so many other factors are involved in the document scanning process.

DIY document scanning falls short in several significant ways. The tasks like enhancing and editing old documents, formatting to adopt web pages, changing the page type (e.g pdf to word conversion), etc.

We are going to discuss in this post whether You Should Outsource Document Scanning Services or Do It In-House? 

Outsource Document Scanning or Do It In-House

  Document Scanning Company
Work Speed High Speed
Quality Superb as the company has hardware set up with high-end scanning machines
Project Control Varies from agency to agency
Security Less – as the documents are going out of the premises
Time Lesser time required- as scanning companies have a setup for scanning and storage
Cost The overall cost is almost the same as the in-premises scanning
  In-House Document Scanning
Work Speed Depends on manpower and setup
Quality Moderate- it’s not possible to have a high-end setup considering the cost
Project Control Full control as the work is done in-house
Security Higher- as the documents are accessible only to limited people
Time More time- as the dedicated staff is required to do the job
Cost Bulk scanning cost will be more however, operational cost is lesser than outsourcing to a company

 

Document Management & Record Storage are must for any organization to have business sustainability. Data is an asset for any organization. Document storage provides a format that allows further meaningful use of data and information. Moreover, digital copies of documents help in making it sharable and searchable online.

From the above comparison , we can say that hiring document scanning services for your document scanning project is a better decision rather than having In-House document scanning. You can compare the document scanning prices of various companies and choose the best as per your convenience. 

Benefits of Outsourcing Document Scanning

Professional document scanning companies in San Francisco, Bay Area provide a quick and efficient way of storing important documents. These agencies offer distinct advantages. Some of them include –

Improved version of digital documents

A document management system is a process of arranging data in digital files with enhanced quality. The focus is on creating an error-free document management system that is a fully automated version. The purpose is not just to scan the document but to make it easier for the company to get rid of hard copy or files.

Faster Audits, Discoveries, and Compliance

Document Scanning is useful for organizations that are subject to audits, discovery demands, and Freedom of Information Act (FOIA) inquiries. Also, the bulk document scanning process saves money and gets your document management streamlined.

A scanning project executed by a document scanning company creates an index and evenly planned structure to provide a file structure that can quickly comply with industrial requirements.

Better Data Preservation

Agencies and libraries preserving historical data and sensitive documents get the advantage to scan and preserve old documents without any hassles. Also, digital scanning agencies have several methods to edit and enhance the quality of scanning old and fragile historical documents. Doing so will empower these Document Scanning Services Providers to digitize and share historical documents to the client with an ease. These delicate materials are difficult to preserve otherwise.

Disaster Recovery

Document digitization and presevation is the ultimate goal. There is no doubt about that. Natural calamities and man made disasters sometimes could destroy the old historical documents. It is impossible to restore such documents if they are not digitized.  

If they are not digitized. If you are running an art gallery or a business that carries historical documents, then historical document scannig is must for your business.

 The document scanning and digitizing process is a part of your business continuity plan. The scanning and storage service provided by professional agencies helps you maintain cloud-based data that is free from disasters.

It is open and can be combined with any other similar type of data. The agencies dealing with consumer services can have greater benefits from this. The data stored digitally is free from distracters and the backup of the same is always available on the cloud so even physical damages like fire or system failure do not affect the storage.

Record Retention and Reuse

Data acts as a backbone for businesses. Today, business processes are governed by using data. There is always a need to refine the data and reuse it for business purposes. Advanced scanning techniques like OCR tools allow you to capture and migrate data as per the need of the organization.

Why Outsource Document Scanning Project From eRecordsUSA?

Initially, if you plan to execute the document scanning project, then considering the setup cost, manpower, and expertise required, it is best if you hire a Document Scanning Company in San Francisco Bay Area

Finally, when you are determined to execute your document scanning project, you need to outsource document scanning to a partner for quality work. You would like to check their previous document scanning work and would plan a way out to accomplish your scanning project.

Get a Quote

eRecordsUSA is an ISO/ISMS Certified document scanning and digitization company in SFBay Area, Northern California. We provide state-of-the-art, affordable data entry and document scanning services.

If your company is seeking to Outsource Document Scanning Porject, then you can contact us for a free consultation.

Convert Scanned PDF Document to Word With OCR Technology

Convert Scanned PDF Document to Word With OCR Technology

by | Nov 3, 2022 | Blogs, Document Scanning, ocr data extraction

Last Updated on May 28, 2024

Convert PDF to Word With OCR

OCR is used everywhere from data entry to license plate recognition. It has become a key tool for recognizing and digitizing handwritten journals and scanned documents without needing to retype. Using OCR, you can make scanned documents readable and searchable.

When you scan documents, normally, you create image based PDF files which are difficult to read and edit. Sometimes , the images are of poor quality. In these cases, you may wonder “How to convert scanned PDF to Word with OCR?”

The following post will guide on how to convert PDF to Word using OCR if you wish to edit scanned PDF files in Microsoft Word format.

Why Businesses Need OCR For Document Scanning?

By using OCR, you can convert a scanned copy of a physical document into an editable electronic document without having to manually retype the text. Automating this process makes it much faster.

Converts instantly – Acrobat uses optical character recognition (OCR) to convert scanned paper documents and images into editable PDFs.

Matches your fonts – Rest easy knowing Acrobat can recognize text and its formatting. Due to automatic font generation, your new PDF will match the original printout exactly.

Easy to integrate – Your new PDF can be used in other applications, making it easy to integrate into existing workflows. Simply cut and paste or export it to a Microsoft Word (DOCX) document, another Office file (PPT or XLS), or a plain text document (TXT file).

Perfect for archiving – OCR scanning helps you store the original look an feel of the document while restructuring and creating digital copies. As a result , you are able to create smart pdf copies that are searchable and shareable.

Is it accurate & When do I need to use OCR?

Most of the fragile documents , old newspapers, magazines and other historical document require a quality scanning and maintaining the legacy of documents. OCR scanners and tools help you scan such documents so that their digital copies are stored for future generations

For the poor quality images, large file formats, newspapers, magazines, historic data. OCR scanning is the best solution. Getting it done from a document scanning company will help you archive the information contained in images which is further shareable and editable.

What are the Types of Scanned PDFs?

Once the physical documents are scanned they can be stored in different digital formats. Word. and PDF are the most common formats. The PDFS for the simplicity are stored in three different forms and they are –

  👉 Image PDFs – The most common type of PDF is an image PDF. A PDF file is created by scanning a hard copy document.

  👉 Scannable PDF documents with searchable text – This scanned PDF document may contain hidden text.

  👉 Scanned PDFs with Mixed Content – This PDF may contain both scanned photos and PDF elements generated electronically.

When you are willing to digitize one or two images and store a soft copy of that , you can use HD quality camera or high end mobile phone to scan the image but for bulk document scanning, OCR tools are the best fit.

You can opt for OCR Data Capture & Extraction Services which can help you create a database you want to get edited. Later you can store the scanned images as you wish.

The purpose of using OCR document scanners is to read the text contained in the images so that you can create editable documents. These documents can be further customized with newly created digital copies.

How does OCR document scanning work?

OCR scanners read and scan image-based files by analyzing each character separately. The Unicode thus created helps convert the data into readable forms. Text written in different languages, special characters, and mathematical data can be easily digitized using OCR document scanning.

Users can work with scanned documents that are saved as digital files using software that employs OCR (Optical Character Recognition).

Once your entire data set has been converted using OCR, you can easily search for a specific document or even a keyword across the whole set of documents.

As the cost of OCR technology decreases, it is becoming a more reliable document scanning method adopted by top-rated document scanning companies. AI techniques, increased processing speeds, and advanced editing and storage software are added advantages along with OCR scanning. OCR technology is aiding the conversion of global businesses, R&D data, mining data, and other types of unstructured data.

How can eRecordsUSA help you do OCR Scanning?

eRecordsUSA is an ISO/ISMS Certified Small Minority & Women-owned document scanning company based in SFBay Area, Northern California. The company works in compliance with the National Association for Information Destruction (NAID) standards.

We efficiently use OCR scanning for providing high quality pdf to word conversion. We offer complete data management services in a cost-effective way. If you are looking for document scanning options for your company or agency, reach us for the advanced OCR scanning services! You can rely on our services!

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