Digitize records

Digitizing records means converting paper files, photos, or audiovisual materials into digital formats. This can make them easier to access and share.

Digitization makes records:

• Easier to find and share: Digital files can be searched, retrieved, and accessed more quickly than physical records.
• More secure: Digital records can be backed up and protected from physical damage or loss.
• Legally and historically preserved: When done correctly, digital copies can serve as official records, replacing physical originals.

Successful digitization requires thorough planning, the right equipment, and proper quality control. Key steps include:

1. Plan: Work with a Records Manager to confirm which records should be digitized and how according to retention schedules.
2. Prepare records: Remove staples and bindings, ensure pages are in order, and check for fragile materials that may need special handling.
3. Scan or convert: Use proper equipment and settings to create acceptable digital copies.
4. Add metadata: Attach key information such as dates and descriptions to make records searchable.
5. Quality control: Check digital copies for accuracy, completeness, and readability.
6. Store and manage digital records: Ensure digital files are stored in a secure system that maintains long-term accessibility.
7. Dispose of originals (if applicable): If physical copies are no longer required to be kept according to retention schedules, follow proper procedures for secure destruction.

Every digitization project is unique. For full details on digitization requirements, best practices, and technical specifications, refer to the digitization standard.

GNB Digitization Standard (publication)

Reach out to the Digitization Unit for advice with digitizing records.