Digitisation and scanning

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 has a range of scanning equipment available to staff to use on a self-service basis. For large-scale digitisation projects, Faculty and Chancellery work units may need to engage with a digitisation service provider.

How to digitise hardcopy records?

  1. Identify scanning requirements

    Refer to the scanning requirements outlined in the approved Digitisation Plan.

    Digitisation Plan Template

  2. Scan records

    Prepare documents for scanning by removing staples, paper clips, and anything else that may impede the scanning process. Include Post-it notes containing significant notations.

    Ensure minimum scanning specifications are applied:

    • 200 dpi
    • 24-bit colour.

  3. Perform quality assurance checks

    Ensure that the converted record meets quality assurance requirements. Rescan the record if issues in the scanning are identified.

    Digitisation Quality Assurance Checklist

  4. Apply optical character recognition (OCR)

    When scanning text-based documents, to ensure the text will be searchable, it should have OCR applied. Most multifunction devices have the option to OCR on scanning. However, if your scanner does not have this function, you can OCR a PDF document using the Nitro application:

    • Open the PDF file
    • Select 'Review' Tab.
    • Select 'OCR' in the ribbon. Nitro Pro will then give you two options, 'Searchable' or 'Searchable and Editable'. Select the appropriate option. Nitro will then apply the OCR. Once completed, another tab with a new document called 'Untitled1' will open.
    • Select 'File' then 'Save As' and enter a new name for the OCR'd document.

  5. Manage converted records

    Capture the converted (digital) record into an enterprise system such as Workday, Content Manager, or Records Managed SharePoint.

  6. Destroy source records

    If records contain commercial in confidence, sensitive or personal information, destroy in a Confidential Waste Bin.

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