How do you plan and run a records digitization project from start to finish?

Digitizing records converts paper or other analog formats into electronic images and data. A well-run project is as much about governance and planning as it is about scanning. The phases below apply whether you are imaging a single file room or a multi-year backlog.

Plan and Scope

Start by defining why you are digitizing — access, space recovery, preservation, or disaster resilience — because the goal shapes every later decision. Inventory the collection: volume, formats, condition, and current organization. Then confirm the legal landscape. Identify the records’ retention requirements and whether the originals may be destroyed after imaging, or must be retained. Document this in your retention schedule before any boxes are opened. See retention and disposition for how schedules govern this.

Establish Standards and Requirements

Set technical specifications up front: resolution, color depth, file formats, and metadata fields. Adopting recognized imaging standards (for example, the FADGI guidelines) keeps quality consistent and defensible. Decide on naming conventions, indexing fields, and how images will be linked to existing classification.

Prepare and Capture

Prepare materials by removing staples, repairing tears, and organizing batches so the scanned order is predictable. Capture images according to your standards, applying OCR where searchable text adds value. Keep a clear chain of custody for originals throughout.

Quality Control

Build verification into the workflow rather than treating it as an afterthought. Check a defined sample (or all images for critical records) for completeness, legibility, correct orientation, and accurate metadata. Re-scan rejects before originals leave your control. Document the QC process — this evidence supports the trustworthiness of the digital copies.

Ingest, Disposition, and Closeout

Load verified images and metadata into your recordkeeping system, apply retention rules, and confirm access controls. Only after images pass QC and meet retention requirements should you dispose of originals, following your authorized schedule. Finally, capture lessons learned and update procedures.

Throughout: Governance

Assign clear ownership, maintain audit trails, and protect sensitive information at every step. Treating digitized records with the same rigor as their originals is what makes the project trustworthy and the results legally reliable.