Handling and management of original records

Digitisation can be used to save space by destroying original paper records, to increase access or preserve records while keeping the originals. The reason for digitisation will affect how original paper records are managed.

Organisations often destroy original records shortly after digitisation, once quality checks are complete. However, it is important to manage and document the handling of records before, during, and after digitisation.

Checklist for managing original paper records

• Has the organisation determined whether it intends to destroy the original paper records after digitisation? 
• Is the handling and transportation of records carried out in accordance with the organisation’s records management policy, procedures and handling guidelines?     
• Do procedures address the management of original paper records before, during and after digitisation?
• Have staff been trained in managing original paper records before, during and after digitisation?

• Is there adequate security and access control for original paper records before, during and after digitisation?

   

Physical preparation of hardcopy records

Time taken to prepare records will depend on their format, structure and condition.  Ensure staff are trained to prepare records properly. This includes:

• checking if records can withstand digitisation. If records are damaged or require conservation before digitisation, consult experts to prevent further harm.
• identifying when digitisation is unnecessary, for example, for duplicate or short-term records
• distinguishing originals from photocopies
• removing bindings, staples, and other obstructions
• managing non-standard records like maps, fragile documents, or handwritten notes
• linking related records, for example, documents with post-it notes or attachments
• ensuring links between original records and digital files, using barcodes or identification protocols
• verifying all records are included in the digitisation process.

At all times, the original order of the records should be maintained. This is especially important for records identified as State archives. 

Note: When undertaking conservation activities, staff should handle records in accordance with specialist advice provided by the Museums of History NSW and wear appropriate personal protective equipment (PPE) as needed.

The level of preparation required will also depend on the capture equipment used.

Additional consideration must be given to how hardcopy records should be handled, particularly if records are fragile, over-sized or non-standard in format. Records may sometimes require use of specific equipment to protect them from damage, such as use of a flatbed scanner as opposed to a scanner with a document feeder.

If your program involves records that are in poor condition and likely require additional preparation or conservation treatment, then you may need to create a process that identifies and triages records. For example, establish which records:

• can be digitised in their current state
• require use of specific or specialised capture equipment 
• require standard preparation
• require basic stabilisation work 
• require assessment and/or conservation treatment by a professional conservator.

Handling of hardcopy records

Security and access

Maintain secure access to records at all times by:

• securing records before digitisation
• not leaving scanners or records unattended
• storing digitised records securely as soon as possible
• ensuring records awaiting destruction are in controlled access storage
• securely destroying records in line with your organisation’s policies.

Responsibilities for security should be included in digitisation procedures.

If records are to be destroyed

Records must:

• remain easily locatable in case re-digitisation is needed.
• be covered by an authorised retention and disposal authority and have been internally approved for destruction
• be retained for a pre-determined length of time for quality assurance checks before any destruction takes place
• be disposed of in accordance with the organisation’s records management policy and procedures and State Records’ requirements
• be reconstructed into their original order according to organisational procedures (if they were disassembled for digitisation)
• be placed on corporate files, moved to suitable storage and managed in accordance with your organisation’s records management policy and procedures.

Train operators to identify records that cannot be destroyed, ensuring these are excluded from boxes awaiting destruction.

If records are not to be destroyed

Original records not marked for destruction should be reconstructed to their original state after digitisation. Handle these records according to your organisation’s records management policy. If the records are State archives, wait until the project is complete before transferring them to Museums of History NSW.

If records are to be transferred to Museums of History NSW as a State archive, records must be boxed, listed and transferred in accordance with Museums of History NSW’s procedures for transferring records as State archives. Control records should be updated to record the transfer and the existence of digital files.