How do I plan and run a records digitization pilot project before scaling to the full backlog?

A pilot is a deliberately small, measured run that tests your people, process, and technology before you commit to digitizing an entire backlog. Done well, it surfaces problems while they are still cheap to fix and gives you defensible numbers to plan the full project.

Define scope and success criteria first

Choose a representative sample rather than the easiest material. Include the formats, conditions, and sizes you expect at scale (bound volumes, fragile or oversized items, mixed paper) so the results are realistic. Set measurable success criteria up front: throughput per day, acceptable error and rework rates, image quality targets, and cost per page or per box. Write down what “good enough” means before you begin so the evaluation is objective.

Establish quality and metadata standards

Decide your capture specifications early — resolution, color, file format, and the metadata each record must carry to remain findable and usable over time. The federal FADGI guidelines are a widely used reference for imaging quality and quality control. Confirm how images will be named, indexed, and linked to retention information so digitized records can still be managed and disposed of on schedule.

Address retention, legal, and privacy issues

A pilot is not just an imaging test. Decide whether scanned originals may be destroyed and under what authority, and confirm that digital copies meet your recordkeeping obligations. Flag any sensitive content (personally identifiable information, confidential, or otherwise restricted material) so handling and access controls are validated during the pilot, not after.

Run, measure, and document

Process the sample end to end: preparation, capture, quality control, indexing, and the final disposition of originals. Track time and defects at each step. Capture lessons in writing, including unexpected costs and bottlenecks.

Evaluate and plan the scale-up

Compare actual results against your criteria. Use the measured throughput and error rates to project realistic timelines, staffing, and budget for the backlog, and adjust your standards and workflow before scaling. A pilot that exposes a problem has succeeded.

For more on capture standards, retention, and program planning, see the digitization and imaging topic hub.