Managing original paper records

In some organisations, digitisation is used to save space by destroying original paper records. In others, it is done 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.

Considerations before digitisation

Disposal requirements

Decide in the planning stage whether to destroy the original paper records or retain them. If you intend to destroy the records:

• ensure they are covered by an authorised retention and disposal authority
• check they meet the conditions for destruction outlined in the General retention and disposal authority for original records (GA45).

If the records are to be retained as State archives, contact State Records NSW for guidance. Your decision will influence how the records are handled during digitisation.

Handling and transportation

Handle and transport records carefully before, during, and after digitisation. This is especially important when staff unfamiliar with your records management policy are involved. Follow your organisation’s records management procedures and train staff as needed.

Preparing records for digitisation

Ensure staff are trained to prepare records properly. This includes:

• checking if records can withstand digitisation
• identifying when digitisation is unnecessary, for example, for duplicate or short-term records
• distinguishing originals from photocopies
• removing bindings, staples, and other obstructions
• batching records by size, colour, date, format, or other categories
• 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 images, using barcodes or identification protocols
• verifying all records are included in the digitisation process.

If records are damaged or require conservation before digitisation, consult experts to prevent further harm.

Considerations during digitisation

If records are to be destroyed

In business process digitisation, original records are often placed in day boxes for quality checking before destruction. Ensure these boxes are organised and secure. Records must:

• be kept for a pre-defined period for quality checks
• remain easily locatable in case re-digitisation is needed.

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.

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.

Handling and transportation during digitisation

Follow established procedures for handling and transporting records during digitisation. Quality checks should confirm compliance with these procedures.

Considerations after digitisation

The following table shows what you need to ensure for original paper records after they have been digitised.

Checklist for managing original paper records

• Has the organisation determined whether it intends to destroy the original paper records after digitisation? If yes, see Disposing of original paper records for more information.
• 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?