Shipping Microfilm and Microfiche Safely for Digitization: Essential Packaging Tips
Shipping these fragile records is often the first step for organizations and individuals looking to digitize microfilm or microfiche collections. Microfilm and microfiche contain valuable archival information, including historical records, financial documents, and medical files.
Proper handling and careful packaging are crucial to ensure these materials arrive safely at the digitization company of your choice, preserving their integrity for digital conversion. This blog will guide you through the best practices for packing microfilm and microfiche and why careful preparation matters so much.
Why Is Proper Packaging for Microfilm and Microfiche So Important?
Fragility of the Material: Microfilm and microfiche are sensitive to several external factors, including temperature, moisture, and physical pressure. Exposure to any of these can lead to scratches, tears, or complete degradation of the film or fiche. Unlike digital records, once these materials are damaged, the information they hold can be permanently lost.
Irreplaceable Content: Many microfilm and microfiche collections contain unique or rare information, making them impossible to recreate or replace. Proper packaging ensures that irreplaceable records arrive intact, ready for digitization, and preserves historical and legal value.
Protection from Environmental Damage: Microfilm and microfiche are susceptible to environmental conditions. For example, excessive humidity can cause film warping, while heat can deteriorate the film quality. Packaging that considers these factors helps prevent degradation during transit. You can learn more about how to spot microfilm and microfiche deterioration here.
Cost of Damage: When microfilm and microfiche are damaged in transit, the cost goes beyond simply replacing the materials—if they can be replaced at all. Additional expenses, such as repair attempts, reshipping, and even potential fines if these records are legally mandated, add to the importance of proper handling.
6 Essential Tips from Our Experts for Safely Shipping Microfilm and Microfiche
Now that we understand why careful packaging matters, here’s a step-by-step guide to packing your microfilm and microfiche for safe transportation:
- Select High-Quality, Durable Packaging: Start with a sturdy, double-walled box that can handle the weight of the materials without collapsing. The box should be large enough to allow space for padding but not so large that items shift during transit. Boxes specifically designed for shipping fragile items are ideal for these purposes.
- Pro tip: Avoid recycled or thin cardboard boxes, which might weaken under pressure or tear during handling.
- Wrap Them Carefully: Microfilm is usually stored in an individual plastic box. We recommend leaving it in the box. If a film does not have a box, package it upright and block it to avoid shifting.
Microfiche is usually in “jackets” – a 4” x 6” cellophane sheet with compartments to slide the fiche strips into. These should be bundled together, and secured on the sides so the fiche does not fall out. For large fiche projects, fiche should be boxed standing up and secured in the box to prevent shifting (blocking it into the front or back)
- Note: Acid-free materials are preferred, as regular paper or plastics could release chemicals that affect film quality over time.
- Add a Layer of Cushioning: Line the bottom of the box with a thick layer of cushioning. we recommend lining the box using packing paper or non-printed newspaper instead of foam or packing peanuts. Because microfilm and microfiche tend to be a bit staticky and could attract debris or bits from foam packing. After setting the materials, add another layer of paper cushioning on top, around, and between items to minimize movement and absorb any shocks during transit.
- Use Waterproofing for Extra Protection: Film is sensitive to moisture, which can cause severe damage if it seeps into the packaging. Place all wrapped materials inside a waterproof plastic bag and seal it to guard against accidental water exposure. In climates prone to high humidity or during unpredictable seasons, this extra step provides critical protection.
- Tip: Consider using silica gel packets inside the bag to absorb any residual moisture, keeping the environment as dry as possible.
- Label as Fragile and Handle with Care: Label your package clearly with “Fragile” and “Handle with Care” stickers on multiple sides. This visibility informs shipping staff to take extra precautions, reducing the likelihood of rough handling or dropping.
- Opt for a Reliable Shipping Provider: Choosing the right courier service is as important as your packaging. Opt for a provider that offers tracking, insurance, and expedited options. Tracking ensures you can monitor the shipment’s journey and address any issues in real time. Insurance covers the value of the items in case of loss or extreme damage.
- Recommended: Many clients choose reputable services like FedEx, UPS, Purolator, or DHL for their attention to fragile and high-value shipments. If you’re located in Edmonton, at Consentia we offer a courier service to pick up your microfilm and microfiche directly if you are using our digitization services, providing a convenient, secure option for our local clients.
Additional Precautions for International Shipments
If you’re shipping internationally, there are additional factors to consider:
- Check Customs Regulations: Some countries have strict customs requirements on archival materials. Work with the digitization company to confirm that all documentation is in order.
- Use Temperature-Controlled Shipping: Extreme temperatures during shipping can damage the delicate film, so consider temperature-controlled options if available.
How Proper Shipping Practices Affect the Digitization Process
The journey of microfilm or microfiche doesn’t end with packaging—it’s just the beginning of their transformation into accessible digital records. However, the digitization process becomes exponentially more challenging if film or fiche arrives damaged. Common issues like scratches, warping, cracking and fading can significantly slow down or even halt the digitization workflow. Even advanced scanning equipment may struggle with deteriorated film, potentially leading to image quality issues or additional repair costs.
By ensuring the materials arrive safely, you’re directly contributing to a smoother, more accurate, and efficient digitization process. Digitized microfilm and microfiche are not only easier to access and share but also preserve the original records’ content indefinitely.
Working With Consentia to Digitize Your Microfilm and Microfiche
If you decide to work with Consentia to digitize your microfilm and microfiche, here’s what you can expect: once your shipment arrives, our specialized team will carefully inspect your materials before starting the digitization process. Should we find any visible damage, you’ll be informed immediately to ensure full transparency. Our team meticulously handles each film, ensuring all images are optimized for digitization. Most fiche and film are captured as black and white images and you will have the option to save the digital files as PDF, TIFF, or JPEG formats based on your preference. Our quality assurance process ensures that your digital images are properly formatted, named, and of the highest possible quality and we provide multiple options for storing your converted files. Learn more about our microfilm & microfiche conversion services here.
At Consentia, we’re also here to help with packaging and shipping requirements, so don’t hesitate to reach out with your questions. Our goal is to ensure the digitization process goes smoothly for all our clients.
In Summary: Protecting Your Microfilm and Microfiche
Shipping microfilm and microfiche safely requires a few extra steps, but the long-term benefits make it well worth the effort. Proper packaging ensures that your records arrive in excellent condition, ready for digitization. Digitized records preserve content in a format that’s resilient to physical degradation, making this process an essential step in protecting your valuable information for many years to come.
If you’re considering sending your materials for digitization, connect with your chosen service provider first—they may have specific recommendations or packaging materials available. With the right preparation, you can rest assured that your microfilm and microfiche will arrive safely and that the preservation process will proceed smoothly.
At Consentia, we have a unique perspective on microfilm—we used to make it ourselves! With years of experience in the field, we understand the intricacies of both microform and digitization. Let’s work together to bring your data back to the present and come full circle. Contact us today to find out how our digitization services can help you preserve your archival materials for years to come.
Frequently Asked Questions:
Why is proper packaging important when shipping microfilm or microfiche?
Proper packaging prevents physical damage, moisture exposure, and other environmental risks that can degrade or destroy microfilm and microfiche. It ensures that your valuable records arrive intact and ready for digitization.
What type of box should I use?
Use a sturdy, double-walled box that can withstand handling and stacking. Avoid oversized boxes to prevent shifting and choose one that comfortably fits your items with added padding.
How should I wrap each item?
Using acid-free tissue paper will help prevent scratches and shifting. This extra layer of protection helps keep each item safe during transit.
What kind of padding works best?
Line the bottom, top, and sides of the box with foam, air pillows, or packing peanuts to cushion against impacts. For added stability, place padding around and between items as well.
Should I waterproof the package?
It is recommended to place the wrapped items in a waterproof plastic shipping container to prevent damage from moisture. You can add silica gel packets to absorb humidity, especially if shipping in damp or humid conditions.
What labels should I put on the box?
Clearly label the box with “Fragile” and “Handle with Care” stickers on multiple sides to alert handlers.
Which courier should I use?
Choose a reliable courier that offers tracking and insurance, such as FedEx, UPS, or DHL. These features ensure your package is monitored and protected throughout its journey.
Do I need insurance for my shipment?
Yes, insuring your package is recommended to cover potential losses or damage during transit, especially for irreplaceable archival materials.
Any extra tips for international shipments?
Check customs regulations for archival materials in the destination country, and consider temperature-controlled shipping if the route involves extreme temperatures.
Can I consult the digitization company about shipping?
Absolutely! Many digitization providers are happy to offer guidance on packaging and shipping practices to help protect your materials. At Cosentia our team of experts are always ready to engage in conversations, clarify any queries, and offer insights into how our services can specifically cater to your digitization needs. Contact us or book a demo today!