Staffing digitisation programs and projects

A digitisation program needs staff with a range of skills, from project management to technical expertise in scanning. If the right skills aren’t available or proper training isn’t given, it can affect the quality of the images produced and the success of the program.

Planning

It is important to identify the skills needed for a program as part of the planning process. Time and resources for training should also be included in the plan.

Whether your program is carried out in-house or outsourced, you will need some internal staff who can understand and manage digitisation projects. Your organisation might need to carry out a skills audit to see what skills are already available and if there are any gaps. 

These gaps could be filled by offering training or hiring new staff or consultants. Depending on the size of your team, some staff may need to take on multiple tasks. You will also need to consider how the workloads of existing staff will be affected.

When planning, it is also important to think about supervision. For example, your organisation may decide that some staff can perform digitisation tasks without supervision. However, you might decide to add an extra level of checking by supervisors to ensure quality control.

Training for staff

Before starting a program, training should be provided to fill any skill gaps or knowledge needs. Training should be directly related to a staff member's role in the program and could include:

• sector-specific digitisation training
• cascading training, where one person trains others in the organisation
• tailored training from external consultants
• hardware- or software-specific training provided by vendors or service providers. 

Training may also be needed during the program, especially if there are changes to processes or equipment, or if staff turnover occurs.

Staff support

During the program, staff will likely learn new skills. For example, a staff member might find an innovative way to solve a problem they face. Where possible, create opportunities for staff to share these lessons with others. 

Policies and procedures

It is important that the program is supported by clear policies and procedures. These should be available to the relevant staff and provide instructions on the processes they need to follow. Policies and procedures should be reviewed and updated when necessary. 

Get more information on policies, procedures, standards and documentation.

Health and safety

Digitisation work can involve repetitive tasks, so it is important to think about health and safety to prevent injury or discomfort. Consider the design of workstations, include break times, and vary tasks.

For example:

• A digitisation team had issues with cropping digital images, as it required a lot of mouse work. Staff started to suffer from repetitive strain injuries early in the process. An occupational therapist observed their workflow and recommended reducing cropping time to 2 to 3 hours per day per person. Alternatively, automatic cropping software could be used.
• In another case, staff had to do a lot of digitisation each day. To reduce strain, they installed workstations with motorised height adjustors, allowing staff to choose between sitting or standing. The workstations were designed to reduce twisting and turning and were equipped with adjustable lighting.

If the records have not been used for some time, there may be other health and safety risks to consider. For example:

• One organisation found that some records had been infested by vermin.
• In another case, a staff member found a used syringe when opening a box of records for digitisation.

Also, think about the space around desks for records that are awaiting collection after digitisation.

Note: If there are security or access restrictions for these records, your organisation might need to consider whether it is appropriate to store boxes of records around desks. The need for access during the project should not lead to poor handling practices.

Documentation required

It is important to document staff involvement in a digitisation program. Depending on the program, this may include documenting:

• skills audits and their outcomes
• roles and responsibilities assigned in procedures, position descriptions
• training provided
• health and safety assessments