Benchmarks and checks for original paper records

Preparation of original paper records

Digitisation procedures should document how to prepare original paper records for digitisation. For more information, see Managing original paper records

If the preparation work is outsourced, your organisation should decide whether staff or contractors will handle this task. Clear benchmarks must be communicated to contractors to ensure consistency and quality.

Quality assurance checks should confirm that original paper records are retrieved, handled, and stored appropriately.

If the originals are kept after digitisation, they must remain undamaged and be returned in their original order.

Handling State archives

For records required as State archives, your organisation must contact Museums of History NSW to discuss the project. 

Quality assurance checks should confirm:

• contact has been made
• the project has been reviewed
• conservation advice on handling records has been followed.

Retention or destruction of original paper records

If your organisation plans to destroy original paper records after digitisation, this should be addressed during the planning phase, with appropriate approvals obtained. Procedures must outline the disposal process for staff.

Records authorised for destruction should be kept for a specified period after digitisation to verify the quality of the digital images. 

This retention period must be defined during planning, documented in an internal policy, and included in procedures.

Quality assurance checks must ensure:

• approvals for disposal are in place
• staff follow procedures, including retention periods, before destroying records
• inappropriate destruction is stopped immediately, with corrective actions taken
• the minimum required disposal metadata about the destroyed records is preserved.

If disposal is outsourced, your organisation remains responsible for ensuring that the process complies with the State Records Act 1998 and relevant retention and disposal authorities.

This includes the General retention and disposal authority: original or source records that have been copied.

Get more information on Disposal of original paper records after digitisation.