An overview of benchmarks and quality assurance

What are benchmarks?

Benchmarks are the quality standards that a digitisation project must meet. They describe quality that the digital copies need to be and what other steps are needed to keep the records safe and usable.

Benchmarks should be planned at the start of a project and agreed upon by everyone involved. They can change depending on the project’s purpose and the records being digitised. For example, if the original paper records are going to be destroyed after they are digitised, stricter benchmarks are needed. The digital copies must be good enough to replace the originals, especially if the records are high-risk (for example, required as evidence) or high-value (for example, must be kept long-term).

Setting and recording benchmarks shows that your organisation has taken care to protect its records.

What is quality assurance?

Quality assurance means checking that the digitisation process meets the agreed benchmarks. This ensures the project follows the right steps and produces the best possible results.

Quality checks should be planned early and tested in pilot projects to make sure everything works well. Regular checks should also be done throughout the project. All quality checks must be finished before using the digital images or destroying the original paper records.

Why are benchmarks and quality checks important?

Benchmarks and quality checks are essential for making sure the digital copies are complete, accurate, clear and useable.  They also make sure the original paper records are handled appropriately and are not damaged during the digitisation process.

If the paper records will be destroyed after digitisation, strict benchmarks are needed to make sure the digital images are accurate, reliable and trustworthy. Metadata, or information about the records, should also be added to help manage and find the digital files. 

Having clear benchmarks and checks proves that your organisation followed trusted processes, which helps if anyone questions the authenticity of the digital copies.

Adjusting benchmarks and quality checks

The level of detail in benchmarks and checks depends on the goals of the project and the risks involved. If the records are high-risk, such as those needed in court or for long-term storage, the highest standards should be used.

By setting clear benchmarks and running regular checks, your organisation can protect its records and ensure they are safe, accurate, and usable for years to come.