Many councils still hold critical planning and development records on ageing microfilm. As tapes deteriorate it becomes harder to access information quickly and there is a real risk of losing high value historical records.
This case study outlines how Byron Shire Council approached the digitisation of a thirty year old microfilm library and what other councils can learn when planning similar projects.
Organisation Profile
Located on the far north coast of New South Wales, Byron Shire shares boundaries with Tweed, Lismore and Ballina local government areas. Brisbane is approximately 200 kilometres to the north and Sydney approximately 800 kilometres to the south. The shire covers 556 square kilometres and the region is well known for its rural landscape and beaches.
At the 2016 census the population of Byron Shire was 31,556. Byron Shire Council provides services to residents and businesses across the shire.
Business Challenge
Byron Shire Council needed to digitise a thirty year old library of degrading microfilm tapes containing historic building plans. If the tapes continued to deteriorate there was a risk that staff would lose access to critical property and development records and face longer response times for resident and planning enquiries.
The partner selected to support the digitisation initiative needed to deliver consistent image quality and accurate data capture and be agile in developing and implementing a solution underpinned by security and governance.
As the chosen supplier, Fujifilm Data Management Solutions (Fujifilm DMS) worked in a collaborative partnership with Byron Shire Council to meet the requirements and deliver the project.
“Byron Shire Council engaged Fujifilm DMS to digitise our thirty year old, degrading library of microfilm tapes. Our communication and dealings with Fujifilm DMS have been excellent; from obtaining revised quotes and timetable changes, to coordinating shipments of tapes; to the regular updates about how the actual work is tracking against estimates and the quotes (we are almost perfectly on target!). The quality of digitised images has been consistently very high and equipment is adjusted regularly to ensure we get the best possible images.”
Chris Corcoran, Business Systems Analyst
Byron Shire Council
Solution
The Fujifilm DMS imaging operator assigned to reel assessment selected batches of microfilm rolls and allocated a Microfilm Digitisation Quality Check sheet to each reel. A thorough examination of each reel commenced with a visual assessment of the first frames. The results were recorded on the check sheet and any issues that could affect final image quality were notified to Byron Shire Council.
To protect the condition of the microfilm and maintain quality, operators:
- Used clean lint-free cotton gloves when handling silver halide film and other microfilm rolls
- Handling microfilm with care and kept the viewing environment clean
- Avoided leaving reference films in viewing equipment for extended periods as prolonged light exposure can affect image quality
- Returned films and fiche to their protective packaging immediately after use rather than leaving loose microfilm on work surfaces
This upfront assessment and handling process helped ensure the reels were ready for high quality digitisation.
Scanning & Tracking
Once a microfilm reel had been verified and approved for scanning, operators loaded the reel onto a dedicated microfilm scanner and adjusted image settings for that specific reel.
When scanning commenced, the entire reel was scanned and presented as thumbnail images on screen so operators could examine and perform quality checks. Operators could pause at any point to adjust image enhancement tools and rescan particular images if required.
Where reels contained two level blips, the scanner used the blips to detect and scan batches based on the blip pattern. Where reels contained single level blips or no blips, the reel was divided into batches of 200 images.
This combination of controlled batching and visual checks provided clear traceability through the capture process.
Digitised microfilm building plans available instantly on screen for council staff.
Verification and Data Entry
After microfilm scanning, images were processed using intelligent character recognition (ICR) technology.
Operators then verified and corrected captured data to ensure accuracy. This meant Byron Shire Council received not only clear digital images but also accurate, searchable information that could be used to locate and manage property related records more efficiently.
Security
Security was a key requirement for this project given the sensitivity of council property and development records. Fujifilm DMS completed the work in controlled facilities and followed defined information handling procedures throughout the project.
Fujifilm DMS holds information security certification to ISO 27001:2013, supporting a structured approach to managing and protecting client information.
Outcomes
On successful completion of the project, Byron Shire Council achieved the following outcomes:
- 531 microfilm tapes were securely digitised on time and on budget
- 1,327,500 frames were processed and associated data was captured
- All electronic images are now available to the Byron Shire Council Records Department
Council staff can now search and retrieve historical building and development records from digital systems rather than relying on fragile microfilm and manual searches. This supports more efficient internal workflows and more timely responses to resident and planning enquiries.
“Fujifilm DMS have been very flexible about timetable and schedules, and have worked happily with our requirements and preferences without any problems. We would highly recommend Fujifilm DMS for any digitisation needs. Their professional skills in imaging, their communication and their customer relations are all excellent.”
Chris Corcoran, Business Systems Analyst
Byron Shire Council
