How do you plan and run a records digitization project from pilot to backlog, and what should the project plan cover?

A digitization project converts paper or analog records into usable, trustworthy digital files. Success depends less on scanners than on planning: defining what you are converting, why, to what quality, and how you will manage the results over time. A disciplined “pilot to backlog” approach lets you test assumptions on a small sample before committing to large volumes.

Start With Purpose and Scope

Begin by clarifying the business reason: improving access, reducing storage, supporting FOIA or litigation, or preserving at-risk materials. Tie scope to records schedules so you digitize records with known retention needs and avoid converting material slated for destruction. Inventory the collection, document formats and condition, and identify any sensitive, classified, or privacy-protected content that needs special handling.

Run a Pilot First

A pilot tests your workflow on a representative sample. Use it to validate image quality targets, naming conventions, metadata capture, throughput rates, and quality-control steps. Establish technical specifications up front (resolution, color, file formats, and acceptable error rates); recognized imaging guidelines such as FADGI provide a useful baseline. The pilot also surfaces preparation realities like removing staples, repairing torn pages, and handling oversized or fragile items.

Scale to the Backlog

Once the pilot proves the process, scale up with confidence. Document the workflow so results stay consistent across operators and over time. Track production metrics, sample completed batches for quality, and reconcile what was scanned against the original inventory so nothing is lost or duplicated.

What the Project Plan Should Cover

• Objectives, scope, and success criteria
• Records schedules and disposition authority for the in-scope material
• Technical specifications and quality standards
• Workflow steps: preparation, capture, metadata, QC, and indexing
• Roles, responsibilities, and training
• Handling of sensitive, privacy, or classified content
• File formats, storage, backup, and long-term preservation
• Disposition of originals after verification, per your retention rules
• Schedule, budget, risks, and acceptance testing

Plan how digitized records will be maintained and retrieved after the project ends. A digital file is only valuable if it remains findable, authentic, and readable for as long as it must be kept.

For related guidance, see the federal records topic hub.