Across British Columbia, organizations are sitting on decades of valuable information stored on microfiche and microfilm. From municipal archives and land records to healthcare files, engineering drawings, and historical newspapers, these formats once represented the gold standard for long-term storage. Today, however, aging film media presents growing risks.

Physical degradation, limited access, obsolete readers, and disaster exposure are driving a renewed urgency for microfiche scanning BC and microfilm digitization. Digitizing these records ensures preservation, improves accessibility, and protects irreplaceable information for future generations.

Why Microfiche and Microfilm Are at Risk

Microfiche and microfilm were designed to last decades, but they are not immune to time. Improper storage conditions, humidity, mold, scratches, vinegar syndrome, and handling wear can all compromise film integrity.

As readers and replacement parts become harder to find, accessing information stored on film becomes increasingly difficult. Digitization eliminates reliance on outdated hardware while ensuring records remain usable, searchable, and secure.

For organizations responsible for historical, legal, or regulated records, delaying conversion increases the risk of permanent information loss.

The Value of Microfiche Scanning in BC

Microfiche scanning BC services transform film-based records into high-quality digital files without damaging the originals. These files can be stored securely, indexed for search, and accessed by authorized users from anywhere.

Digitization provides several key benefits:

• Improved access for staff and researchers
• Reduced handling of fragile originals
• Protection against fire, flood, and physical deterioration
• Compliance with modern records management standards
• Long-term preservation through redundant digital storage

For public sector organizations, libraries, utilities, and private companies, microfiche scanning supports transparency, efficiency, and continuity.

Microfilm Digitization for Archives and Institutions

Microfilm digitization is especially valuable for large archives such as newspapers, maps, land titles, court records, and engineering drawings. High-resolution scanning captures fine detail, ensuring that even small text and faded images remain legible.

Professional archival scanning British Columbia services follow best practices for handling sensitive materials, maintaining chain of custody, and preserving image integrity. This is essential when working with unique or irreplaceable records.

Digitized microfilm can be converted into searchable PDFs, TIFFs, or database-ready formats depending on organizational needs.

Preserving History Through Digital Conversion

For museums, municipalities, Indigenous organizations, and historical societies, historical records conversion BC plays a critical role in preservation. Digitization allows organizations to share collections with the public while protecting fragile originals from frequent handling.

Digital archives also support disaster recovery planning. In the event of physical loss, digital copies ensure information survives even if originals do not.

Preserving history is not just about storage, but about access. Digital formats allow records to be searched, cross-referenced, and analyzed in ways that film never allowed.

Film to Digital Service: More Than Just Scanning

A professional film to digital service includes more than image capture. It involves inspection, cleaning, calibration, quality control, and indexing. Each step ensures the final digital files are accurate, readable, and reliable.

Metadata tagging and indexing allow organizations to locate records quickly without manually scrolling through reels or sheets. This dramatically improves productivity and reduces research time.

For regulated industries, digital files can also be integrated into existing document management systems.

Serving Organizations Across British Columbia

Whether you are located in Vancouver, Victoria, the Fraser Valley, the Interior, or Northern BC, professional microfiche scanning service providers offer province-wide pickup and secure transport.

This makes digitization accessible even for organizations without local scanning facilities, ensuring consistent quality and security regardless of location.

Frequently Asked Questions

Can you digitize damaged microfiche or microfilm?

Yes. Many damaged or aging films can still be digitized. Specialized handling techniques and advanced scanners allow recovery of information from scratched, faded, or brittle media. While results depend on the condition of the original, digitization often preserves more information than continued physical storage.

What resolution do you scan archival records at?

Archival scanning is typically performed at high resolutions ranging from 300 to 600 DPI or higher, depending on content type. This ensures fine text, diagrams, and images are captured clearly and meet long-term preservation standards.

Can you index historical records for easier search?

Yes. Indexing and metadata creation are key components of professional archival scanning British Columbia services. Records can be indexed by date, reference number, subject, or custom fields to enable fast, accurate search and retrieval.

Do you pick up film reels anywhere in BC?

Yes. Secure pickup and transport services are available throughout British Columbia. Chain-of-custody procedures ensure films are protected from the moment they leave your facility until digitization is complete.

How long does digitization take?

Project timelines depend on volume, film condition, resolution requirements, and indexing complexity. Small projects may take days, while large archives may require several weeks. A detailed assessment provides accurate timelines before work begins.

Choosing the Right Microfiche and Microfilm Conversion Partner

Not all digitization services are equal. Organizations should look for experience with archival materials, secure handling procedures, Canadian data compliance, and proven quality control processes.

By investing in microfiche scanning BC and microfilm digitization, organizations protect their past while preparing for the future. Digital preservation ensures historical records remain accessible, secure, and usable for decades to come.

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:

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. 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!

Microfilm and microfiche have long been used for their durability and compact storage capabilities, making them ideal for preserving historical documents, newspapers, and vital records. Despite their longevity, these formats are not immune to the effects of time, environmental conditions, and improper handling. Understanding the varying degrees of degradation can help you assess the current state of your collection and take action to preserve the information before it’s too late. Below is a detailed breakdown of the common stages of microfilm and microfiche deterioration:

1. Early Signs of Degradation: Fading and Discoloration

What Happens:
In the early stages, the most noticeable signs of degradation are fading and discoloration. You may notice the images on the microfilm becoming less sharp, with a slight reduction in contrast. On microfiche, the discoloration may manifest as a yellowish or brown tint appearing, typically starting at the edges and slowly creeping inward. The cause of these early issues often stems from exposure to light, temperature fluctuations, and improper storage.

Effects:
While the images and text remain legible at this stage, the clarity of fine details such as small text or delicate lines may be compromised. For archival materials, this initial fading is a red flag—indicating that more severe damage may be on the horizon if no preventive measures are taken.

Causes:
Fading and discoloration are primarily caused by excessive exposure to UV light, fluctuations in temperature, and humidity. Microfilm and microfiche are sensitive to environmental changes, and storage in areas with inconsistent climate control can lead to early signs of degradation. The quality of the storage materials, such as non-archival boxes, can also exacerbate the problem. Additionally, improper handling practices, such as touching the film without gloves, introduce oils and residues that can worsen the damage over time.

Preventive Steps:
At this stage, the best course of action is to ensure that the microfilm or microfiche is stored in a stable, cool, and dry environment. Avoid handling the materials unless necessary, and always use clean gloves to minimize contact with the film’s surface. If possible, move to archival-grade storage materials to offer better protection from the elements.

2. Intermediate Degradation: Warping, Curling, and Emulsion Damage

What Happens:
As degradation progresses, physical damage becomes more evident. Warping and curling are common signs of intermediate degradation, as the film base starts to react to environmental conditions. These changes occur because the materials used in the film’s construction—acetate or polyester—respond to moisture and temperature shifts. The emulsion layer, which holds the actual image, may begin to crack, peel, or bubble away from the base, rendering sections of the image distorted or even missing.

Effects:
Warped or curled film is difficult to load into viewing machines, increasing the likelihood of physical damage such as tearing. Even if you can manage to view the film, the emulsion damage may have already caused some sections to become unreadable. In this state, digitization becomes more complex, requiring specialized equipment and expertise to recover the information.

Causes:
Intermediate degradation typically results from poor storage practices, especially in environments where humidity and temperature fluctuate frequently. Films left exposed to air—either because they’re frequently handled or the containers aren’t sealed properly—are especially prone to warping. Prolonged exposure to air accelerates the breakdown of the film’s base material, leading to these physical distortions.

Preventive Steps:
At this stage, controlling the storage environment becomes even more critical. Ensuring a consistent, climate-controlled space will help mitigate further damage. Additionally, the microfilm or fiche should be handled minimally, and only in safe, controlled conditions. Sealing the film in proper archival containers is an excellent way to preserve it and limit its exposure to damaging elements.

3. Advanced Degradation: Vinegar Syndrome

What Happens:
Vinegar syndrome represents a critical stage of degradation, primarily affecting acetate-based films. As the film deteriorates, it releases acetic acid, resulting in a strong vinegar-like odour. Along with the odour, the film itself becomes brittle, warped, and covered in a white crystalline residue. This residue often spreads to nearby films, accelerating the degradation process of an entire collection.

Effects:
In this advanced state, the film shrinks, curls up on itself, and becomes extremely fragile, often snapping with even the lightest handling. The emulsion layer may completely detach from the base, leading to severe image loss or distortion. If left unaddressed, vinegar syndrome will render the film unreadable and beyond the point of restoration.

Causes:
The breakdown of acetate film base under warm and humid conditions accelerates vinegar syndrome. Once this chemical process starts, it is self-perpetuating and can spread to adjacent films if not isolated. The spread of vinegar syndrome is especially concerning for large archives, as it can wipe out entire collections over time if not managed properly.

Preventive Steps:
Early detection is crucial in preventing widespread damage. Isolating films showing signs of vinegar syndrome can slow down its spread. Immediate digitization of affected materials is highly recommended, as continued exposure to vinegar syndrome makes traditional viewing and restoration extremely difficult, if not impossible.

4. Severe Degradation: Complete Loss of Information

What Happens:
The most severe form of degradation occurs when the microfilm or microfiche becomes entirely opaque, brittle, and fragmented. At this stage, the images and text are no longer discernible, and the material breaks apart when handled, making digitization nearly impossible.

Effects:
Once microfilm reaches this point, attempts to recover information are highly complex and often prohibitively expensive. Even when digitization is attempted, the quality of the images retrieved may be too poor to be of any practical use, resulting in a complete loss of information.

Causes:
Long-term exposure to extreme environmental conditions—high humidity, temperature fluctuations, pollutants, and oils—accelerates the degradation process. Materials that are handled frequently or stored in non-archival containers are particularly vulnerable to reaching this severe stage faster than others.

Preventive Steps:
Unfortunately, once microfilm or microfiche has degraded to this point, there is very little that can be done to salvage it. The best preventive action is early intervention through proper storage, minimal handling, and regular checks for early signs of degradation.

Preventing and Addressing Degradation: Digitization

Understanding these stages of microfilm and microfiche degradation underscores the importance of timely intervention. Proper storage conditions—cool, dry, and dark environments—are essential in slowing down the degradation process. However, even the best storage cannot completely halt the effects of time.

Digitization offers a long-term solution. By converting microfilm and microfiche into digital formats, you not only stop physical degradation in its tracks but also gain the opportunity to restore and enhance the documents. Digitization makes the content more accessible, allowing for easier sharing and preservation across generations. Advanced scanning technologies can even recover some details lost to early-stage degradation, ensuring that your archive remains a useful resource well into the future.

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 microfilm 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.

Microfilm and microfiche have been reliable sources of information for decades, but even they have their vulnerabilities. Understanding the causes of deterioration can help you keep these valuable records in good condition. Let’s dive into the top five culprits of microfilm and microfiche decay:

Top 5 Causes of Deterioration

1. Improper Storage: High humidity and fluctuating temperatures are enemies of microfilm. Keeping your film in a stable, cool, and dry environment is crucial.

2. Acidic Materials: Using acidic paper or packaging can accelerate film degradation. Always opt for archival-quality materials to keep your film safe.

3. Chemical Contamination: Exposure to chemicals or pollutants can spell disaster for your microfilm. Ensure that it’s kept away from potential contaminants.

4. Physical Wear and Tear: Frequent handling can cause wear and tear. Minimize handling and use gloves to keep your film in top shape.

5. Age: Time takes its toll on everything, including microfilm. Regular checks and proper care can help extend its lifespan.

Recognizing the Signs

Now that you know the causes, how can you spot the signs of deterioration? Here’s what to watch for:

Colour Changes: Notice any yellowing or browning? That’s a big clue your microfilm is on the decline. This colour shift often means the film’s chemicals are breaking down, making those important records harder to read.

Physical Damage: If your film feels brittle or starts to crack, it’s time for a closer look. Physical damage is usually a result of improper handling or storage—something as simple as a drop or rough handling can cause significant harm.

Fading Images: Are the images looking a bit fuzzy or faded? That’s another sign of deterioration. As the film ages, the clarity of the images can suffer, turning what was once clear data into a blurry mess.

Warping: Does your film look a bit warped or twisted? This could be due to poor storage conditions. Warped films are not only hard to read but can also be challenging to digitize or restore.

Surface Residue: Check for any dust, mold, or strange residues on your film. Mold growth can be a serious issue and is often accompanied by a musty smell—yes, the odour can be a telltale sign of trouble!

By understanding these causes and staying vigilant, you can protect your microfilm and microfiche, ensuring that your valuable records remain intact for future generations. So next time you pull out a roll of microfilm or microfiche, remember these tips to keep your records in pristine condition for years to come! 

Consentia has been transforming information for over 50 years, and before the advent of digital technology, handling and converting microfilm was one of our specialties. Now we offer services that can help preserve your records by converting your microfilm and microfiche into digital documents that will last forever. So if you are noticing any signs of deterioration don’t wait for further damage—come to us for a seamless conversion process and secure the longevity of your critical information. With decades of experience with both film and digital formats, you can trust that your microfilm will be safe with us and that the digital copies we provide will be of the highest quality possible.

Get in touch with one of our digitization experts today to learn more, or request a quote on our website.