What are the steps to digitize fragile or deteriorating archival documents safely?

Digitizing fragile or deteriorating materials is as much a conservation task as a scanning task. The goal is to create a faithful digital surrogate while doing no further harm to the original. The safest projects follow a deliberate sequence rather than rushing to the scanner.

1. Assess condition before handling

Examine each item — or have a conservator do so — to identify brittleness, mold, flaking media, tears, or active deterioration. Items that are mold-active, severely embrittled, or physically unstable may need stabilization or treatment before they can be safely handled at all. Never force a folded, rolled, or bound item to open flat.

2. Stabilize and prepare

Address immediate risks first. That can mean surface cleaning, humidification to relax brittle paper, mending tears with archival materials, or housing the item in a supportive enclosure. Work in a clean, controlled environment and handle with clean hands or appropriate gloves, supporting the item fully.

3. Choose capture methods that minimize stress

Favor equipment that reduces physical strain on the original:

• Use overhead or planetary scanners and copy-stand cameras rather than face-down flatbeds for bound or brittle items.
• Use book cradles and gentle, non-damaging supports; avoid pressing items flat.
• Limit and filter light exposure, and avoid prolonged or repeated capture sessions.

4. Capture once, at preservation quality

Plan to image each item a single time at a quality high enough to serve long term, so you are not handling it again later. Follow recognized technical benchmarks — such as the FADGI guidelines — for resolution, color accuracy, and file format, and capture in an archival master format you can preserve.

5. Record metadata and provenance

Document what was captured, when, with what settings, and the item’s identity and context. Preserve provenance and chain of custody so the surrogate remains trustworthy.

6. Preserve both surrogate and original

A scan is not automatic permission to discard a fragile original; its evidential or artifactual value often warrants keeping it. Manage the digital files with active digital-preservation practices — fixity checks, redundant copies, and format monitoring — so the surrogate survives over time.

For related guidance, see the archives and preservation hub.