What are the steps to maintain chain of custody for paper records during a digitization project?

Chain of custody is the documented, unbroken record of who controlled a physical record, when, and what happened to it. During digitization, paper changes hands many times—from storage, to prep, to scanning, to reassembly, to final disposition—and each handoff is a chance for loss, damage, or mistaken substitution. A defensible chain of custody proves the digital image faithfully represents the original and that nothing went missing along the way.

Document the Records Before They Move

Before any box leaves its shelf, establish a baseline. Inventory the records at a meaningful unit (box, folder, or item), assign unique identifiers, and record counts. This inventory becomes the reference point against which every later step is reconciled.

Track Every Transfer

Treat each physical handoff as a logged event. Capture who released the records, who received them, the date and time, and the quantity transferred. Whether you use transfer sheets, barcodes, or a tracking system, the goal is the same: no record moves without an accountable, time-stamped entry.

Control the Workspace and Handling

Limit access to the digitization area to authorized staff, and define how records are handled during prep—removing staples, flattening folds, noting condition. Document any damage discovered so it is not later attributed to the project.

Verify Capture Against the Inventory

After scanning, reconcile image counts against the original page and item counts. Use quality checks to confirm completeness and legibility. Reconciling at this stage catches skipped pages or double-feeds while the originals are still on hand. Following recognized imaging standards strengthens confidence that the surrogate is accurate and complete.

Reassemble, Account, and Document Disposition

Return records to their original order and containers, and reconcile a final count against the opening inventory. Decide the fate of the originals—retention, return to storage, or authorized destruction—only according to an approved retention schedule, and record that decision. Destroying originals before verification or outside an approved schedule breaks the chain.

Keep the Audit Trail

Retain the inventories, transfer logs, quality-control results, and disposition records together. This documentation is what makes the digitized records trustworthy and admissible if their integrity is ever questioned.

For related guidance, see the digitization and imaging topic hub.