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.
There are 2 main types of digitisation:
- business process digitisation for ongoing digitisation of records for daily business use, such as incoming mail, invoices, and applications
- back-capture digitisation for retrospective digitisation of physical records, often to streamline systems, preserve records, or make them more accessible.
| The main reasons organisations embark on digitisation projects are to: |
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| Increase the accessibility and use of records as records can be viewed concurrently, copied, disseminated to, viewed and used by multiple stakeholders quickly and easily. |
| Integrate hardcopy records into business systems and processes so that future actions can occur digitally, improving business and/or service delivery. |
| Reduce physical storage, management and access costs for the original paper records. |
| Preserve original records by minimising use of the physical copy to prevent further damage or deterioration. |
| Mitigate the risk of having only one copy of records although digital records have their own longevity risks. |
| Migrate analogue and video recordings when they degrade over time or with repeated use or while the devices to play analogue recordings, such as VCRs or record players, are still accessible, before they are no longer widely available. |
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 as 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 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 resource intensive. 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.
Read the pages below for guidance on how to plan and manage a digitisation program.