Vancouver office: 1.604.872.6771 

Category Archive: Document Management

  1. Vancouver Scanning and Digitization Company Talks QC

    Leave a Comment

    When considering a scanning and digitization company, Quality Control (QC) isn’t necessarily the first thing that comes to mind. After all, when you hire a professional to do the job, there’s an expectation it will be done right.

    However, when you’re a large scanning and digitization company dealing with millions of pages each month, the sheer volume of paper and resulting scanned images could contribute to potential problems. Many businesses set internal quality standards at rate of 99.5% accuracy. Assuming most organizations can accept an error rate of .05%, thousands of errors would occur over a million pages, and that’s simply not acceptable.

    That’s why Micro Com Systems in Vancouver has implemented rigorous and proprietary production task and procedure manuals specifically for paper and micrographic files being converted to electronic images.

    This isn’t simply a spot check. It’s a full pre- and post-scanning program to ensure that pages are readable—and that the final digitized results are accurate and true to form.

    QA isn’t easy. And not all scanning companies hit the same standard. As a business that’s evolved over 43 years, the team at Micro Com have continually checked and doctored their process. Today, they are confident it holds up as one of the best in the industry.

    There are many times when QA will take longer than a scanning job. But when so many businesses rely on you accurately capture and digitize information, it’s the only way to consistently deliver quality results. That’s why QA isn’t just a process at Micro Com—it’s a promise.

  2. Introducing the Contex HD5450 Scanner – Vancouver Document Scanning Company

    Leave a Comment

    For people who need to access and share documents on a regular basis, scanning and digitization just makes good sense.

    Of course, not all scanning companies are created equal. The storage and management of large format documents such as blueprints, plans, maps, and drawings can leave some businesses puzzling over a solution. But hey, those companies aren’t Micro Com Systems. With an average output of over one million pages per month, we are Vancouver’s scanning specialists.

  3. Micro Com Systems Breaks Hoarding Tradition

    Leave a Comment

    When you’re a business that scans and digitizes over one million pages every month, being surrounded by tech and paperwork just goes with the territory. However, after a recent move to Burnaby, the management at Micro Com Systems has some advice that other businesses might find valuable—beware of becoming an accidental hoarder.

    The relationship between tech and business is almost as natural as peanut butter and jelly. There’s an easy harmony between them—a synchronicity. One makes the other better.

    What We Offer – Vancouver Document Scanning Services and More

    As a company engaged in all forms of document digitization, image scanning, and data capture, part of the reason for the hoarding is understandable. There’s a lot of tech, and certain makes and models that still play a role in select operations have been retired, so older machines are kept around for parts. Micro Com also sells and services capture hardware and, once again, older machines were kept in case someone needed an elusive component.

    How We Tidy Up

    Other clutter, however, was less defensible. There were hundreds and hundreds of banker’s boxes packed to the brim with paper, drawings, and microfilm from long-completed jobs. When returns were not requested, many of the boxes were shunted into the corners of the 5000 sq. ft. warehouse—and forgotten. And things just went too far.

    When it finally came time to decide what to keep and what to discard, there were literally tons of waste. A junk-hauling company had to be called in—and it took six 5-ton trucks to haul away the incredible volume of garbage and recycling. In addition, seven 64 cubic foot (2 cubic metre) steel cages of paper were sent for shredding.

    To prevent this from happening again, the solution moving forward will be to implement a yearly spring cleanout—and it’s a lesson other businesses might take to heart. After all, if people regularly clean out their homes to keep them from getting cluttered, why should a business be any different?

    Digitizing Your Paperwork Solution – Contact Us For More Details

    The team members at Micro Com Systems look forward to serving you from their newer, tidier location in Burnaby. Ask them how digitizing your paperwork can cut costs and make your important paperwork more accessible and secure—and leave your office tidier. Call 604-872-6771 or reach out online.

  4. The Scanning Room Floor: Double-sided Automated Feed Scanning, by guest blogger Jay Phoenix

    Leave a Comment

    Rapid Double-sided Document Automated Feed Scanner!

    Rapid Double-sided Document Automated Feed Scanner!


    Hi, I’m Mr. M. Com, president and CEO of Micro Com’s Rapid Double-sided Document Automated Feed Scanner Emporium and Warehouse. Thanks to a veteran staff, we’re currently cranking out digitized documents at the speed of light on our Rapid Double-sided Document Automated Feed Scanners, and we’re looking to pass the savings on to YOUUUUUUUU! Impress new clients of your business. WOW your boss at your next meeting. Consolidate your clutter. Protect your files. Confuse your file room clerk. Salaryman? Surf a secure server. Burn down that stuffy warehouse or just toss out those paperweights. Whatever your Rapid Double-sided Document Automated Feed Scanner needs are! So call us now at Micro Com’s Rapid Double-sided Document Automated Feed Scanner Emporium and Warehouse.

    Jokes aside

    Jokes aside, Micro Com Systems is home to real industry veterans – some that have been with the company since the beginning of time. They ate dinosaurs for breakfast. Alright, so let’s not throw all humour out the window. Micro Com’s diligent scanning division can be separated into three distinct sections amidst the hullabaloo of the production floor: Paper Document, Large Format, and Microfilm. So weigh anchor and hoist the mainsail. We’re about to set sail on a whirlwind tour of the action, starting with the scanning room floor.

    Scanning operations at our Vancouver location

    Ground level – proper preparation of your documents. Step right up. See the amazing Micro-Machines that give the Sailor Scouts a run for their money with teamwork, determination, and skill, with more flair and style than Tuxedo Mask. Every sheet of paper passes through the hands of our experienced preppers. They wade through the Sea of Internal Office Memo and scale Triplicate Peaks on a daily basis. Each and every document is handled with due care and attention, and specially prepared for the least impact during scanning, especially documents of a more fragile than the skin of an onion. MCS ensures they may live long and prosper before parting ways.

    Archival Book Scanning & Digitizing Service

    Worried about the wear and tear on sensitive and fragile documents during the digitization process? Worry no longer. Peace of mind is ‘The Priestly’ of Micro Com. You have a project, Micro Com will find a way to bring it to fruition. But it’s not all about shucking paperclips and staples. Life moves pretty fast, and if you’re not careful, you’ll miss it while drowning poorly maintained file rooms. MCS’s preppers organize documents into a coherent system prior to scanning for ease of navigation once converted to a digital medium, instead of a jumble of documents thrown into a folder with a label slapped on the cover. After documents have undergone the careful scrutiny of the meticulous preppers, several methods of scanning are utilized based on individual needs. Different strokes for different folks, whether that be paper, microfilm, aperture cards, slides, or even negatives. You have it. MCS scans it. Delicate materials? Our scrupulous scanner technicians work with a variety of scanners to find the best solution. Like a high resolution book scanner that gently cradles your books. No need to destroy the beautiful bindings or integrity of your priceless first editions, or tear apart your comic book collection. Over the years, Micro Com has handled rather delicate and brittle documents preserved from decades long past, including ancient newspapers and beautiful scrolls, enabling the ability to share these precious pieces of history without endangering the original material.

    High volume scanning

    High volume becomes no challenge with our rapid double-sided document automated feed scanners that easily manage a volume of 120 single pages scanned per minute. Double-sided? Double it. Harry Potter and the Deathly Hallows – large print edition – scanned cover to cover faster than a Firebolt. Crunch the numbers. That’s over 700 pages in 3 minutes. Imagine the mountains of information stored in musty warehouses that could be transfigured with an ease that would make McGonagall proud.

    Custom scanning services

    But what about the custom options? Customize to meet your specific needs, because like snowflakes, no two clients are the same. Work with our knowledgeable team and peruse a mockup to find what’s right for you. Black and white? Sure. Grayscale? Can do. Colour? You bet your kitten. Crisp clean images, indexed, named, and organized according to your will at your fingertips. The Overlord would be pleased. So what are you waiting for? Firefly’s Second Season?

    Contact MCS Vancouver for your Scanning Services

    For any questions on our wide range of scanning services in Vancouver BC, contact MCS Vancouver today!
  5. Digitization of Documentation for Universal Accessibility, by guest blogger Jay Phoenix

    Leave a Comment

    Documentation Digitization: see Britannica vs Wikipedia

    Ding-dong. Your friendly neighbourhood Britannica calling. Okay, not really. How about an annoying, pushy, slimeball dripping with condescension? Perhaps with a possessed hairpiece that doesn’t quite match the greying fringe.

    Digital Encyclopedias

    Hard to believe that just over a decade ago, Wikipedia didn’t exist for all your late night quandaries over the origins of velcro or what year News of the World hit turntables. Back when Marty McFly wreaked havoc on the timeline, grade school children that researched the culture of Indonesia or the irrigation of ancient Egypt wiped off thick layers of dust and cracked open musty Encyclopedias to hunt down information. Most sets housed in libraries serviced entire schools and communities.

    Accelerated Dissemination of Information

    Like Penn knocking on apartment 19, those who could afford the luxury of even a single volume – Joey and the letter V – fell prey to that sleazy salesmen that solicited door to door promising a wealth of knowledge for their children with the purchase of the latest set, fresh off the presses. But therein lies the rub. The information held within a set became historical before the ink dried. While ancient information etched in stone may still carry relevance, in our modern age, scanning & digitization technology has accelerated the dissemination of information. News of the godly Higgs Boson circled the globe in a matter of minutes.

    Digital Devices in Education

    Learning and communication stand at a crucial junction. Elementary schools provide their young students with tablets and iPads, and handwriting and long form mathematics are being phased out. Mega media conglomerates have taken a running leap with the supposed benefits to educational advancements through technology. Internet providers now boast their superior service directly correlates with a child’s ability to learn. With their superior high speed internet, children may now gather infinite amounts of knowledge faster to further their education and achieve higher grades. Absolute tripe, or is it?

    Online Sources, Limitless Resources

    To a certain degree, online sources provide limitless resources to an university student gathering information for a 30 page paper on the relation of Canterbury Tales to the Bible when specific volumes of scholarly journals required for citation rest in a library thousands of kilometers away. A few clicks of a mouse, and tada. The digitization of information has nearly rendered card and library catalogues obsolete.

    Digitization of Documentation = Universal Accessibility

    That the integration of technology in daily activities will only grow, and the convenience of the circulation of information — whether for school, work, or pleasure — is inarguable. Digitization of documentation provides universal accessibility far superior to the costly storage of hundreds of boxes full of materials that degrade over time. A few strokes of a key and the information for that client meeting in half an hour is in front of you, no swimming through mountains of files or Harold crying in a corner after being Litt Up.
  6. Vancouver’s Microfilm & Document Imaging Senior Experts, by guest blogger Jay Phoenix

    Leave a Comment From scanners and imaging hardware to support and softwareMCS, Vancouver’s Document Scanning & Archive Records Management Service‘s Daring Dragoon tackles a staggering list of endless tasks on a daily basis. As the resident IT Manager extraordinaire, Mike tunes Micro Com’s engine with over 30 years experience that keeps operations running smooth.

    Vancouver’s Microfilm & Document Imaging Senior Experts

    This isn’t his first water cooler hoedown. He serves up sass with 26 years of dedicated microfilm experience with a side of 17 years of document imaging, which makes Mr. IT more than your outsourced 1-800-have-you-tried-turning-it-off-and-on. Self taught in the ways of the geek, Mike spends his weekends pouring over dry technical blogs to gain EXP and level up. But it’s not all software upgrades and data encryption.
     Micro Com Systems, Vancouver Document Scanning & Archive Records Management Service

    Mr. IT

    Everyday Digitization Mastery

    Every summer will find Mike cruising the country in style with his kids piled into the family vehicle. Fingers crossed Wally World isn’t closed. At least the soundtrack rocks. It’s a running theme within the ranks of MCS Vancouver’s older generation. Wizen old men with graying hair hunched over their desks to a classic sound. Pink Floyd plays roulette in the CD changer, or better yet, spins on the turntable. In the distant future, Mike’s progeny might appreciate that their dad’s taste in tunes is as cool as the Dark Side of the Moon.
  7. Meet MCS Vancouver Project Manager: Jeff Marceil, by guest blogger Jay Phoenix

    Leave a Comment Likely sitting in his Hobbit-sized office in the company of our favourite astronaut Buzz Lightyear, let’s drop in for a visit with MCS Vncouver Document Scanning resident dinosaur (not quite a fossil yet) Jeff Marceil, PMP. Hop in the Delorean. We’re going for a ride.

    Vancouver’s Document Management Project Guru

    An Airforce brat, Jeff and his family moved all over Canada throughout his childhood. As a result, he lays claim to an unique birthplace that turns heads and raises eyebrows: Whitehorse, Yukon. Yup, that’s right. The land of the dog sleds and gold. It wasn’t until he turned 11 that his family went all Beverly Hillbillies and drove through the Rockies with wide sparkly anime eyes and finally settled on a farm in British Columbia where he eventually met his lovely wife. Just last year, they celebrated their 30th anniversary.
    Jeff Marceil: Vancouver's Document Digitization Guru

    Scanning Conversion for 25 Years

    Loyal as a Gibbons, Jeff has been with the company since 1998, but he’s been in the business of scanning conversion for over a quarter of a century. Not as one-dimensional as a stock character, managing projects hasn’t always been his passion.
    Jeff’s a regular ‘Piano Man’. Over the last 30 plus years, he’s played in various classic rock and country bands, and even spearheaded his own solo project with influences from The Beatles, Elton John, Sting, and Pink Floyd. So generally, old fart music, but he gets points for Pink Floyd. It runs in the Marceil bloodline. The music will not be silenced. Just ask his three bratty offspring, all creative in their own right.

    MCS Project Manager

    When Jeff’s not onstage with his trusty Accordion or shaming his youngest (teenage) son into kayaking with him, he’s planning, executing, and closing large scale imaging projects as MCS Vancouver Document Scanning resident Project Manager. Remember those funny little letters after his name? Those are his professional initials. Several years ago, the decision came down that Jeff should have those funny little letters. After a six month course with UVic and an grueling three hour exam, he had his Rocky moment at the top when he became a certified Project Management Professional.
    Now Jeff works in terms of scope, and scope creep, and other alien terms that make your brain melt, but his knowledge gives projects structure and clients peace of mind that their document management & digitizing solution will run without a hitch, regardless of it’s scope! 
  8. Converting Microfilm to Online Digital Archives, by guest blogger Jay Phoenix

    Leave a Comment For generations, microform technology (such as Microfiche and Microfilm) ruled the world with an iron-fist, but like all tyrannical Empires, it fell to the Rebel scum. A Grand Canyon sized gap formed between micro and digital until digital conversion strolled along and a beautiful union, like chococolate and peanut butter, blossomed. But how microphotography maintained a stranglehold on compact document storage and long-term preservation can be summed up in two words: Cheap and Simple. 

    Vancouver’s Microphotography Archiving Solutions

    If you’re not a registered student in Professor McGonagall’s transfiguration class at Hogwarts School of Witchcraft and Wizardry, the concept of converting microfilm to a digital form may escape you. Luckily, it can be taught. No expensive trip to London to catch the Hogwarts Express from platform 9 3/4 required.  

    Archiving Large Format to 16mm or 35mm Micro Film

    Let’s start at the beginning. How are giant documents such as maps and blueprints scaled down into itty-bitty living space for images imprinted on 16mm or 35mm film?
    First, a microfilm camera is required. These vary in size, from monstrous beasts 4m tall to a more manageable desk mate. Documents are laid out like cat in a sunny spot with lighting from above, and an image is captured. Often, larger models using 35mm film utilize back-lighting to emphasize light lines on large format drawings – like a Lite Brite in reverse. In many cases, the image produced proves easier to read than the faint original.  

    Microfilm Readers or Viewers Required

    Of course, special microfilm readers or viewers are required to view microfilm by magnifying the filmed images, and they are displayed on the screen of a machine that appears similar to a computer monitor. As unbelievable as it may seem, microfilm is still in use even today. In fact, many genealogy, real estate, and city plans are still stored on microfilm. Down in Salt Lake City, Utah, The LDS Church preserves a collection of over 2.4 million rolls of microfilmed genealogical material for public use in their Family History Library. Scrolling through a roll of 2275 images is tedious. Tiny markings called a blip can be set below an image on the film for easy navigation. Want a particular property on image 942. Easy. Punch the number in and the microfilm reader sends the film zipping along until it counts blip 942 above the exact image needed.  

    Scan Microfilm to Digital

    To convert microfilm to a digital medium, ridiculously expensive, top of the line scanners with specialized lenses are required. Currently, MCS Vancouver Microfilm Scanning Services maintains a fleet of 6 Sunrise Scanners with a seventh on order.
    Microfilm is mounted on reels similar to a projector and slowly tracked under the high-end camera to be scanned and converted to a digital image on a computer. In the course of an hour, one scanner converts a roll of 2400 images with a scanning technician close by to monitor and assure the highest quality.

    Microfilm Online Archives – Document Management Solutions

    Once the microfilm digitization process is complete, the converted historical documents can join their newly reborn brothers and sisters in document management systems, online archives or “the cloud”.
  9. Microfilm vs Microfiche & Digitizing Film Archives in Vancouver, by guest blogger Jay Phoenix

    Leave a Comment Eons ago, when dinosaurs roamed the Earth, and long before Micro Com Systems, Vancouver’s Document Scanning & Archive Records Management Service very own Craig Hollingum danced the night away in his stylish bell bottoms to the funky tunes of The Bee Gees and Lipps Inc., microform technology (such as Microfiche and Microfilmruled the world for securing & archiving paper documents to a compact form. In other words, historical document imaging.

    Microfiche Archiving & Historical Document Imaging

    The first microphotographs were filmed in 1839, the same year Mende captives revolted against their captors aboard the La Amistad and the first Opium War began in China. Like any newfangled invention, most overlooked microphotography and classified it as a trifling, childish novelty. Until a Canadian engineer hauled the idea out of obscurity and gave microform technology practical use, microphotography lay by the wayside for decades before it gained momentum due to its inexpensive nature.
    Microfiche Archiving & Historical Document Imaging

    Microfiche & Film Digitization Process

    The two forms of microphotography are Microfiche and Microfilm. But which is it? Team microfilm (Edward) or Team microfiche (Jacob)? That particular question is asked more often than you think. Micro Com Systems has specialized divisions that handle the manufacture, and digitization of both microfilm and microfiche. So what’s the difference?

    Microfiche, Microfilm, & AP Aperture Card Differences

    Let’s start with microfiche. Remember back in the day, before the inventory of an entire library could be searched with a few strokes of a keyboard or swipes of a finger? Storage of microfiche closely resembles a card catalogue.
    Microfiche commonly contains images filmed with a 24x reduction ratio on silver 16mm film. Individual sections of film are then slipped into a thin, clear plastic multi-channelled 105 x 148 mm microfiche (about the size of a cue card), and a title that indicates the contents is printed along the top that barely peeks out of its new home. One piece of microfiche can hold up to 5 rows of reduced engineering plans/drawings or traditional letter/legal office files. It’s cheap, it’s easy, and it’s compact. Perfect.
    So what’s microfilm? If microfiche is a slip of silver film, how does it differ from microfilm? Simple. Think movie projector. Most theatres nowadays are digital projection (in 3D), but before we possessed handheld devices that held the worlds knowledge and cat videos, they mounted huge reels of film to project the movie on the screen. Of course, using a film projector had risks, like melting the film.
    16_mm_roll  Microfilm

    16mm Microfilm

    In a sense, microfilm is the same concept, traditionally on smaller film (16mm or 35mm), without the perforated edges. Like microfiche, silver film is used in the manufacturing of microfilm, and images are filmed and reduced. The higher the reduction rate, the lower the quality. On average, each roll of 16mm microfilm holds 2400 – 4000 images and is stored on a reel, or occasionally a cassette – another archaic repository.

    Beyond Microfilm: Digitizing Film for Online Archiving

    So which are you? Microfiche or Microfilm? Or perhaps, you’d rather look to the future to digitizing film and join the ranks of the online digital archive solutions.
  10. Art Scanning & Digital Document Management Services, by guest blogger Jay Phoenix

    Leave a Comment Recently, Micro Com Systems, Vancouver’s Digitization & Document Management Service provided services for a unique project for Wild Rose, a local Vancouver company that creates tattoo clothing art for those who want to dip their toe in the world of ink.

    Vancouver Art Scanning & Digitization for Electronic File Management

    Tattoos: a form of artistic self expression of the willfully misunderstood that fight the power or merely the status quo of an over-indulgent spoiled culture? An unfortunate stigma follows tattoos, and an unfair one at that. Employability is judged on whether or not they choose to express themselves through the change of skin pigment with ink inserted into the dermis layer of skin. Regardless of unfair stereotypes ready to pounce like an irritable cat, in the last few decades, tattoos steadily gained momentum within North American countries and around the world. In fact, 39% of Canadian millennials (ages 18-29) claim at least one tattoo. Today’s youth are lining up for a chance to be inked faster than Beliebers on a Twitter witch hunt, but in the last few years, numbers for tattoo removal have increased exponentially to hover in the low thirties. Of course, there are always those unable to commit to something quite so permanent, or possibly painful. Whatever the reason – allergies, phobia, employment – options exist for those who want to show off their own artsy wild side: an airbrush booth at any fair, or the fake generic tattoos bought in pack at any dollar store. Tattoo Art Vancouver Scanning & Digitization for Electronic File Management

Micro Com Systems Ltd.

Copyright 2015. All rights reserved.

Micro Com Systems LTD.
8527 Eastlake Drive Burnaby BC V5A4T7


Ask how I went completely paperless using MCS Microcom Learn How