Planning for business process digitisation

Selecting records and approaches

Define records and digitisation scope

To plan effectively, identify why digitisation is needed and what stakeholders require. This helps clarify which records to digitise and the extent of digitisation required. For example:

• focus on high-risk or high-volume records, such as human resource management records
• digitise specific incoming and outgoing records across business units
• implement organisation-wide digitisation in phases, starting with pilot programs.

Document all decisions, communicate them through training and procedures, and review them regularly.

Centralised or decentralised digitisation

Decide if digitisation will be centralised in one area or distributed across the organisation. This choice affects workflows, responsibilities, and how digital images are managed.

Combined digitisation programs

Some organisations may combine business process digitisation with back-capture digitisation. For example, outsourcing back-capture tasks while managing business process digitisation internally. Prioritise tasks and create clear workflows to manage both types of digitisation effectively.

Other considerations

Assess records to determine:

• if they are covered by retention and disposal authorities
• their suitability for digitisation, including equipment and fragility
• any legal, copyright, or rights management issues
• if they can be batched using consistent equipment settings.

Train operators to identify records that do not need to be digitised, such as those disposables under normal administrative practice.

Access and delivery

Stakeholder needs

Plan how stakeholders will access digitised records. Consider:

• the technological infrastructure required
• how long records may be inaccessible during digitisation
• additional metadata needed for searching, such as index terms
• how digital images will be delivered, for example, through internal networks or mobile devices.

Derivative images

Most digitisation programs create one high-quality digital image. In some cases, smaller or lower-quality versions may be needed, for example, for web delivery. Decide whether derivatives are necessary based on your program’s goals.

Additional resources

• Guidelines for digitisation projects
• Principles for implementing metadata for records and information
• Retention and disposal authorities

Business case

Many public sector organisations require the development of an internal business case before allocating resources for digitisation.

A business case enables you to communicate the parameters of a business process digitisation program, substantiate its viability and justify why resources should be invested. The focus should be on how it will assist your organisation in carrying out its functions.

The content of business cases will differ according to the level of funding being sought and the type and extent of the digitisation program. The following checklist shows standard inclusions you will need to define.

Program planning and management

A business process digitisation program requires careful planning and management. These guidelines do not prescribe a specific planning methodology, as your organisation may already have one in place.

Business process definition and reengineering

Introducing business process digitisation can streamline operations, improve record quality, and promote consistent management. To achieve these benefits, examine the processes that generate records for digitisation and those that access and use these records.

In planning for digitisation, consider the following:

• what is the full process, its purpose, and which staff and areas are involved?
• is the process consistent across the organisation, and can it be improved?
• are all parts of the process necessary and relevant?
• are there legislative, business, and community requirements for records, and are these being met?
• are the records of sufficient quality, with adequate metadata and indexing, to meet organisational needs?
• what access and security controls are required for these records?
• how can digitisation be integrated into workflows to support future business?
• what is the best way to capture and manage digital images to ensure they remain protected and accessible?

Resources to assist:

• Strategies for documenting government business – The DIRKS Manual, Steps A and C
• AS 5090-2003 Work process analysis for recordkeeping

Defining and reengineering business processes should involve relevant staff and managers. Collaboration ensures processes are well understood and fosters ownership of changes, increasing acceptance.

What to take into account in program planning

When planning a digitisation program, address the following:

• staffing and space requirements
• change management initiatives, possibly requiring a separate training plan
• applicable standards to be followed
• policies and procedures for distribution
• program documentation for accountability
• legal requirements and how they will be addressed
• disposal requirements for both original paper records and digital images
• benchmarks and quality assurance measures
• technical specifications needed for the program
• metadata requirements and methods of collection (automatic or manual)
• necessary equipment and its specifications
• storage and management, including security and access requirements, to retain digital images for as long as needed.

Understanding these areas beforehand will inform costs and implementation plans in your business case.

For example:

• If you aim to save storage costs by digitising records and destroying originals, you must ensure your organisation has a current retention and disposal authority. If not, include the costs of creating one in your business case.
• To estimate equipment costs, determine your technical and metadata needs to make informed decisions about suitable equipment.

Once your business case is approved, more detailed planning for these issues will be required.

Monitoring and evaluation

As part of your planning, define how and when the digitisation process will be monitored and reviewed to ensure it meets organisational goals and standards.

Checklist