Digitisation

What is digitisation?

Digitisation is the process of converting hardcopy or non-digital records into digital formats. It can involve scanning or photographing an original source record.

What are the potential benefits and risks of digitisation?

Potential benefits

Potential risks

  • Accessibility enhanced, remote access possible and business processes improve
  • Records become integrated into the wider University’s recordkeeping system
  • Physical office storage space can be regained when hardcopy original is destroyed
  • Secondary storage costs reduced when hardcopy original is destroyed
  • Complex and time-consuming to implement
  • Costly to the Faculty or Chancellery work unit (vendor fees, equipment, software, staffing etc)
  • Requires physical processing space
  • Digital records need active management, preferably within a recordkeeping system with assigned metadata
  • Original hardcopy version cannot be destroyed as it has intrinsic value, is required for litigation etc

Can I destroy original source records after they are digitised?

Yes. But only if you meet all the required conditions.

Important: Specific conditions must be met to authorise destruction of original source records after they have been digitised. These conditions are outlined in PROS 19/07 Converted or Digitised Records Retention and Disposal Authority (RDA).

We can work with you to help determine and interpret the conditions outlined in the RDA.

For guidance about hardcopy records destruction, see Destruction of temporary records.

How do I plan and prepare for digitisation?

We have developed a Digitisation Plan template to help University business units plan and prepare for digitisation activities.

We will work with you to complete the plan. See the Digitisation Plans web page for further information.

Note: The University Digitisation Centre offers a range of digitisation services. It may be more suitable to engage with the Centre when you have a smaller, one-off collection of records to digitise.

How do I digitise hardcopy records?

See the Digitise hardcopy records Promapp process (accessible to University staff) for guidance.

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