Digitisation plans
What is a digitisation plan?
The University has responsibilities under the Public Records Act 1973 (Vic) to appropriately and lawfully create, manage and dispose of University records.
A Digitisation Plan identifies hardcopy source records to be digitised (eg scanned) where the intention is to:
- Destroy the source record, and
- Use the digitised record for ongoing business.
Important: It is unlawful to destroy digitised source records without a completed and authorised Digitisation Plan.
When should a plan be used?
A plan should be used for the following types of digitisation activities:
- Ongoing digitisation as records are received by a Faculty or Chancellery work unit – eg scanning incoming mail, invoices, applications etc
- Projects for the digitisation of existing records – eg converting a collection of paper records to help preserve them or make them more accessible to University staff to support business.
Note: A new plan should be created when the digitisation process, technology or tools, or way the records are going to be managed significantly change.
What are the benefits of preparing a plan?
Preparing a Digitisation Plan will help ensure the digitisation of University records is properly planned and managed in accordance with PROS 19/05 S1 Digitisation Specification requirements issued by Public Record Office Victoria (PROV).
Having a plan:
- Enables you to lawfully digitise and destroy hardcopy University records
- Ensures you receive support from a member of the Records & Information team
- Supports best practice techniques and processes
- Connects you with relevant University services.
How to create and implement a plan?
Refer to the following University resources to help develop and implement your Digitisation Plan with support from Records & Information:
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Further information
If you have any questions or wish to establish a plan for your area, please submit a ServiceNow request.