requirements for physical storage space for paper records. In these cases the original paper records are disposed of once the scanning project has been completed. If your organisation is planning to dispose of its original paper records after scanning it is important to make sure that the digital copies are adequate substitutes for the paper originals, and it is recommended that organisations seek the advice of their national archives before disposing of original paper records that have been scanned. There may be legal or historical reasons that prevent the disposal of original paper records that have been scanned. Often, projects to scan older paper records begin while new or ‘current’ organisational records are still being created and managed in paper form. This approach creates a hybrid environment in which older records are available in digital form (having been scanned), while current records are available in paper form. This approach can have the advantage of getting an organisation’s staff used to the idea of using digital records, and can provide a pathway towards developing full digital systems for both older and current records. In such cases organisations realise the waste involved in printing born-digital records to paper for filing purposes and then subsequently scanning those paper records and creating reborn-digital records (see Guideline 12 for explanations of born and reborn-digital). Ultimately, it is more efficient for born-digital records to be managed in digital form from the moment of their creation. However, implementing reliable systems to support this scenario is a challenge for most organisations, so projects to scan older paper records can often be a good step towards full digital . Even when organisations have born-digital systems in place (see following options 6 and 7), they will still receive or create paper records that they may want to scan into digital form so that those records can be managed in their digital systems. If your organisation is considering scanning paper records, refer to Guideline 15 of this Toolkit for more detailed advice on scanning and digital reformatting. 4. Scanning paper records Advantages: Provides easier staff access to records. Provides preservation copies of original paper records in case of disaster or loss. May reduce an organisation’s need to maintain paper storage facilities. Can be a pathway to a comprehensive digital strategy. Disadvantages: May result in confusing parallel paper and digital records systems. Metadata creation and management for the scanned copies may be costly and time consuming. Scanned copies may not be adequate substitutes for the paper originals.
requirements for physical storage space for paper records. In these cases the original paper records are disposed of once the scanning project has been completed. If your organisation is planning to dispose of its original paper records after scanning it is important to make sure that the digital copies are adequate substitutes for the paper originals, and it is recommended that organisations seek the advice of their national archives before disposing of original paper records that have been scanned. There may be legal or historical reasons that prevent the disposal of original paper records that have been scanned. Often, projects to scan older paper records begin while new or ‘current’ organisational records are still being created and managed in paper form. This approach creates a hybrid environment in which older records are available in digital form (having been scanned), while current records are available in paper form. This approach can have the advantage of getting an organisation’s staff used to the idea of using digital records, and can provide a pathway towards developing full digital systems for both older and current records. In such cases organisations realise the waste involved in printing born-digital records to paper for filing purposes and then subsequently scanning those paper records and creating reborn-digital records (see Guideline 12 for explanations of born and reborn-digital). Ultimately, it is more efficient for born-digital records to be managed in digital form from the moment of their creation. However, implementing reliable systems to support this scenario is a challenge for most organisations, so projects to scan older paper records can often be a good step towards full digital . Even when organisations have born-digital systems in place (see following options 6 and 7), they will still receive or create paper records that they may want to scan into digital form so that those records can be managed in their digital systems. If your organisation is considering scanning paper records, refer to Guideline 15 of this Toolkit for more detailed advice on scanning and digital reformatting. 4. Scanning paper records Advantages: Provides easier staff access to records. Provides preservation copies of original paper records in case of disaster or loss. May reduce an organisation’s need to maintain paper storage facilities. Can be a pathway to a comprehensive digital strategy. Disadvantages: May result in confusing parallel paper and digital records systems. Metadata creation and management for the scanned copies may be costly and time consuming. Scanned copies may not be adequate substitutes for the paper originals.
RGGT14_tcm50-74705.docx