Determining requirements for digitisation projects
This guidance provides steps for digitisation programs, including preparation, quality assurance, and managing records. It stresses the importance of approved retention and disposal authorities for records destruction.
Purpose
This purpose of this guidance is to outline common considerations for digitisation programs.
For more information download the digitisation primer.
Introduction
Digitisation involves the conversion of analogue records such as paper, microform, photographic and/or audio-visual material, into digital format for the purpose of preservation or processing.
Digitisation programs are typically initiated to:
- integrate hardcopy records into business systems and processes so that future actions can occur digitally, improving business and/or service delivery
- preserve and/or enhance accessibility of retrospective records sets
- capture mail or paper generated through non-digital business processes (forms and receipts) into records or business systems.
Why digitise?
Digitisation programs can offer many benefits for public offices, including:
- easier access to records, sharing of information, and reuse of data
- improved business efficiency and service delivery because records can be added to business systems, applications, and processes
- preservation of physical records by allowing staff to access digital copies instead of the original paper records
- better planning for business continuity, as digital records and systems are easier to back up and duplicate, making them safer and more reliable.
However, digitisation programs can be expensive and require a lot of resources. Public offices should carry out a cost-benefit analysis before starting a digitisation project. This includes looking at costs, risks, benefits, and how records will be managed in the long term.
Getting started
Good planning and clear business rules are important for the success of your digitisation program. Before starting a program:
- Think about the main goal(s) your program wants to achieve.
- Decide which records to include based on your program’s goals. This could mean choosing records that are important to a business process or that help achieve the main outcomes of your digitisation program.
As a general rule:
- do not choose records that are time-expired according to disposal authorities issued by State Records NSW or can be destroyed according to Normal Administrative Practice (NAP) provisions
- be careful about selecting records that are rarely needed or that have short retention periods
- focus on records that are high risk and/or high value, requested or used often, or needed to be kept for a long time.
Check the retention rules for your records to avoid unnecessary digitisation. Knowing how long records need to be kept can also help with your organisation’s business case, return on investment, and digitisation needs.
Managing a digitisation project
You will need to decide whether to run the project internally or outsource it.
Benefits of running it internally:
- you gain equipment and staff expertise for future projects
- you can closely supervise the movement and handling of recordings
- you avoid the cost of procurement and tendering processes
- some overheads, like staff time, are absorbed within your organisation.
- Benefits of outsourcing:
- you avoid the cost of buying equipment and training staff
- the work can be completed to strict deadlines with less impact on staff time
- contractors can provide space and resources your organisation may lack.
You can also outsource parts of the project while managing others internally, such as content selection or metadata creation.
Determine requirements and business rules for:
| Preparation of hardcopy source records | This may involve:
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| Technical specifications | See Digitisation specifications for paper records in public offices. If the records are pre-1980 and are required as State archives, please contact Museums of History NSW for advice. |
| File titling and metadata capture | Consider:
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| Quality assurance | Consider processes such as:
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| Managing the digitised files | This may involve:
Note: Under GA45, digitised records become the official record of business once original or source records are destroyed after digitisation. The digitised records must be kept in accordance with the State Records Act 1998 and relevant retention and disposal authorities. |
| Managing source records post digitisation | If source records will be retained, consider:
If source records will be destroyed, consider:
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Initiate the program
Start your digitisation program following relevant policies, plans, business rules, and procedures.
Monitor and review
As digitisation progresses, monitor and review activities to ensure they are effective. Adjust plans, business rules, and procedures if and as needed.
Destroying original/source records
Important
If you plan to destroy records after digitisation, make sure your public office has an approved retention and disposal authority.
Records that are not covered by the correct disposal classes cannot be destroyed after digitisation.
Get more information on Managing original paper records and Original or source records that have been copied (GA45).
Contact State Records NSW at govrec@staterecords.nsw.gov.au when:
- records are not covered by an authorised retention and disposal authority
- records are designated as “retain in agency” (in an authorised retention and disposal authority)
- the scope of records for digitisation includes records required as State archives
- records required as State archives were created before 1980
- records required as State archives are in poor condition and/or need conservation treatment.