From Medical Charts to Microfilm: Modernizing Mixed Media Archives

Many organizations still manage archives that stretch across decades and formats. Patient charts, x-rays, engineering drawings, contracts, microfilm reels, and even cassette tapes often sit side by side in storage. While each format once served its purpose, managing them today creates challenges.

Mixed media archives are costly to store, difficult to secure and access. A modern records strategy helps reduce risk, reclaim space, and ensure reliable access across all formats.

The Challenges of Mixed Media

Older formats create real problems: paper fades, microfilm deteriorates, and outdated equipment makes access difficult. Retrieval is difficult when files are spread across cabinets, reels, and disks. Compliance is also at risk when records are stored inconsistently.

The most common issues include:

• Degradation of paper, film, and magnetic media
• Bulky, format-specific storage that consumes valuable space
• Delays in access caused by manual searching or specialized handling
• Compliance gaps with HIPAA or ISO requirements

A Practical Path to Modernization

Modernizing archives does not mean digitizing everything at once. The right approach is structured: assess what you have, store it properly, and digitize when it delivers the most value.

• Inventory – Create a complete record of all media and track it with barcodes.
• Secure Storage – Place film, charts, drawings, and tapes in facilities designed for their preservation.
• Targeted Digitization – Convert the formats that provide the greatest value for compliance and daily use.
• Digital Access – Ensure digitized files are stored securely and made available through a searchable online system.

GRM supports this process with a phased strategy that combines secure records centers, high-resolution digitization, and eAccess — our permission-based portal for managing physical files and requesting scans as needed.

Industry Example: Healthcare Archives

A large health system faced this exact challenge. Its archives contained more than 30 years of records, including paper charts, x-rays, microfilm of older lab results, and files stored on CD-ROMs across multiple sites. Staff had to juggle four different systems just to locate information.

By working with GRM, the health system was able to:

• Consolidate all records in a secure off-site facility
• Digitize select files and integrate them with their EMR
• Store remaining media with barcode-level tracking and retrieval history
• Provide staff with a single portal for both digital and physical requests

This hybrid solution reduced storage costs, improved access times, and strengthened HIPAA compliance.

Moving Forward

Mixed media archives reflect the history of recordkeeping, but they should not limit how organizations manage information today. With the right combination of storage, selective digitization, and digital access, even the most complex archives can be brought under control.

GRM helps clients bring structure to mixed media collections by combining secure storage with targeted digitization and easy digital access. Learn more on our Records Storage and Scanning Services page.