Selecting the right records for back-capture projects

One of the first and most important decisions for a back-capture digitisation project is what records to choose. Digitising records can be costly and complex, so it should only be done if it provides clear benefits. Choosing the wrong records wastes resources and stops money from being used for better projects.

Know your project aims and stakeholder needs

The records you choose should meet your business goals and project needs. You should also think about how the records will be used and who will need them. Ask yourself:

• which records will be selected and why digitisation is the best option
• how the records meet the needs of stakeholders
• what priorities there are for digitisation.

Also, consider the risks, costs, and benefits. In some cases, the risks or costs may be too high, making the project not worth doing. Your business case should explain the project goals, selected records, and costs clearly.

Selection questions to ask

Once you have an idea of what records you want to digitise, ask these questions:

1. Are the records used often?
   If they are frequently accessed, think about how you will manage them while they are being digitised and whether digital images will meet users' needs.
2. Is the information already available digitally?
   Before digitising, check if the records are already available in digital form or another accessible format.
3. Is digitisation the most cost-effective solution?
   Consider whether digitisation is the best way to solve your problem. Sometimes, alternative methods like data entry might be cheaper.
4. Are the records in good condition for digitisation?
   Damaged records might need conservation before they can be digitised. Be sure to assess whether the records can withstand digitisation.
5. Do the records have special characteristics?
   Some records, such as photographs or maps, may need special equipment for digitisation, which could increase costs.
6. Are you digitising to save space?
   If you want to save space by removing paper records, make sure they can be destroyed after digitisation.
7. Do the records need to be kept for a long time?
   If the records need to be kept as State archives, they should be digitised carefully, stored properly, and managed over time to ensure long-term access. Get more information on secure and store your records.
8. Are there legal issues?
   Make sure there are no legal problems, such as privacy laws or copyright issues, that would prevent digitising or accessing the records. For legal guidance, refer to legal admissibility of digital records.
9. Are the records a complete set?
   Ensure the records you are digitising form a complete set. If only a sample of the records exists, you may need to set expectations with users about what is available.
10. Do the records need indexes or registers?
    If indexes or registers are needed for accessibility, consider including them in your digitisation project or using technology like optical character recognition (OCR) for searching.
11. Is the information now captured digitally?
    If the records are old but similar information is now stored digitally, ask whether digitisation is still useful or if the business process has changed.