Category: Systems and Technology

Digitization

Also known as: Digitisation

Simply put

Digitization is the process of converting information held in analog or physical form, such as a paper document or photograph, into a digital format that can be read and processed by computers. A common example is scanning a paper document to create an electronic image. It should not be confused with digitalization, which typically refers to using digital tools to improve or transform processes rather than simply converting content.

Formal definition

Digitization is the conversion of analog or physical source material into a digital representation that computers can store, access, and process, for example by scanning documents, photographs, or other objects. In a recordkeeping context, digitization produces a digital surrogate of a source object; depending on organizational policy and applicable jurisdictional requirements, that surrogate may or may not be treated as the authoritative record, and its evidential value depends on maintaining properties such as authenticity, reliability, integrity, and usability during and after conversion. Digitization for preservation is a related application drawn from analog preservation and conservation practice, though it should be distinguished from broader digitalization, which concerns the use of digital technologies to change business processes rather than the format conversion of content itself. Digitization is one activity within the wider records lifecycle and does not, on its own, constitute capture, classification, retention, or disposition.

Why it matters

Digitization sits at the boundary between the physical and digital worlds, and the decisions made during conversion have lasting consequences for how records can be used, trusted, and preserved. Many organizations digitize paper holdings to improve access, reduce physical storage, and support remote or automated processing. However, creating a digital surrogate is not the same as creating an authoritative record. Whether a scanned image can stand in place of its paper source depends on organizational policy and on applicable jurisdictional and sector-specific requirements, some of which impose conditions on how conversion is carried out and documented before an original may be disposed of.

The evidential value of a digitized item rests on maintaining properties such as authenticity, reliability, integrity, and usability throughout and after conversion. A poorly controlled digitization process can introduce gaps, degrade image quality, or fail to capture context, potentially weakening the surrogate's usefulness as evidence of a business activity. Because digitization is only one activity within the wider records lifecycle, it does not by itself accomplish capture, classification, retention, or disposition; treating a scanning project as if it settles these questions is a common source of confusion that records professionals often need to correct.

Digitization is also frequently pursued for preservation, a practice drawn from the traditional fields of analog preservation and conservation. Here the goal may be to reduce handling of fragile originals or to safeguard content against loss, which can involve different quality and metadata standards than digitization undertaken purely for operational access. Distinguishing these purposes helps organizations set appropriate expectations and controls for each program.

Who it's relevant to

Records managers

Records managers oversee where digitization fits within the broader lifecycle and must ensure that conversion does not become a substitute for capture, classification, retention, or disposition. They are often responsible for deciding, in line with organizational policy and applicable requirements, whether a digital surrogate can be treated as the authoritative record and under what conditions an original may be retained or disposed of.

Archivists and preservation specialists

Archivists and preservation professionals engage with digitization for preservation, a concept drawn from traditional analog preservation and conservation practice. They are concerned with maintaining the authenticity, integrity, and usability of surrogates over the long term and with distinguishing preservation-driven digitization from conversion undertaken for routine operational access.

Information governance and compliance officers

These professionals need to understand that digitization alone does not resolve governance questions and that requirements affecting whether a surrogate may replace its source vary by jurisdiction and sector. They help ensure that conversion programs are supported by documented controls that protect the evidential value of the resulting records.

Digital transformation and process leads

Those driving process change should recognize the distinction between digitization, which converts analog content into digital form, and digitalization, which uses digital tools to improve or transform processes. Conflating the two can lead to misaligned expectations about what a scanning or conversion initiative will and will not achieve.

Inside Digitization

Conversion of source material

The core activity of digitization is converting analogue or physical source material, such as paper documents, photographs, microform, or other tangible media, into digital form through imaging, scanning, or similar capture processes. The digital output is intended to represent the content of the source.

Capture of metadata

Digitization typically involves capturing descriptive, structural, and technical metadata alongside the digital image or file, so that the resulting object can be identified, retrieved, understood, and managed over time. Without adequate metadata, a digitized item may be difficult to use or authenticate as a record.

Quality assurance

A digitization process generally includes quality control steps, such as checking resolution, colour fidelity, completeness, legibility, and correct file formatting, to confirm that the digital output faithfully and usably represents the source.

Establishment of recordkeeping properties

Where digitization is intended to produce a record rather than a mere copy, the process seeks to support authenticity, reliability, integrity, and usability of the digital output. Achieving these properties often depends on controlled processes, documentation of the conversion, and appropriate management once the digital object enters a recordkeeping system.

Handling of the source after conversion

Digitization raises decisions about the fate of the original source, which may be retained, transferred, or destroyed. The permissibility of disposing of a source after digitization typically depends on jurisdiction, sector, organizational policy, and whether the digital output is accepted as an authoritative record.

Common questions

Answers to the questions practitioners most commonly ask about Digitization.

Does digitization mean the same thing as digitalization or digital transformation?

No. In recordkeeping, digitization refers specifically to the process of converting analog or physical records, such as paper documents, photographs, or microfilm, into digital form. It is distinct from digitalization, which typically describes the use of digital technologies to change or improve business processes, and from digital transformation, which is broader still and concerns organizational, cultural, and strategic change. Conflating these terms can obscure the fact that digitization alone does not necessarily change how records are managed or how work is performed.

Once a paper record has been digitized, can the original always be destroyed?

Not necessarily. Whether an original may be destroyed after digitization depends on jurisdiction, sector, and organizational policy. In some cases the digitized version may be accepted as an authoritative record, while in others the physical original must be retained to satisfy legal, evidential, or regulatory requirements. Any decision to destroy originals typically depends on the digitized record meeting requirements for authenticity, reliability, integrity, and usability, and on applicable retention obligations and legal holds. Professionals should verify the requirements that apply to their specific context rather than assume that digitization permits destruction of the source.

What steps are typically involved in a digitization process?

Digitization commonly involves preparing the physical materials, capturing them through scanning or imaging, and creating associated metadata to support identification, retrieval, and management. Quality control checks are often applied to confirm that the digital output is complete, legible, and faithful to the source. Depending on organizational policy and applicable requirements, the process may also address classification, storage, and decisions about the treatment of the physical originals. The precise steps vary according to the nature of the materials and the purpose of the digitization.

How can a digitized record be made trustworthy enough to serve as an authoritative record?

For a digitized item to function as an authoritative record, it typically needs to demonstrate authenticity, reliability, integrity, and usability. This often involves controlled capture processes, quality assurance, and the creation of metadata documenting how, when, and by whom the digitization was performed. Depending on jurisdiction and sector, additional controls may be expected to show that the digital version has not been altered and can be relied upon as evidence of the activity it documents. The specific measures required depend on legal, regulatory, and organizational expectations.

What role does metadata play in a digitization project?

Metadata generated during digitization supports the identification, retrieval, management, and ongoing usability of the resulting digital records. It may capture information about the source material, the capture process, and the context of the record. Adequate metadata can also help establish authenticity and integrity, which are often relevant where the digitized record is intended to serve as an authoritative record. The metadata requirements depend on organizational policy and on any applicable standards or regulatory expectations.

How should retention and disposition be considered when planning digitization?

Digitization does not by itself alter retention obligations, so planning should account for how long both the digitized records and any physical originals must be kept. Retention requirements may derive from legal, regulatory, or organizational sources and vary by jurisdiction and sector. Disposition decisions, which may include destruction, transfer, or permanent preservation, should be made in accordance with applicable retention schedules and any legal holds. Treating retention and disposition explicitly during planning helps avoid the assumption that creating a digital copy resolves the management of the underlying record.

Common misconceptions

Digitizing a document automatically makes the digital version an authoritative record.

Digitization produces a digital representation, but whether that output functions as an authoritative record depends on additional factors such as demonstrable authenticity, reliability, integrity, and usability, together with how the object is captured and managed within a recordkeeping system. A scanned image may be only a copy unless these conditions are met, and in many jurisdictions the evidential status of digitized material depends on policy and applicable law.

Once a document is digitized, the physical original can always be destroyed.

The ability to dispose of a source after digitization is not universal. It typically depends on jurisdiction, sector-specific requirements, organizational policy, and whether the digital output is accepted as sufficient evidence. Some records may need to be retained in original form, and destruction should follow a defensible disposition decision rather than being an automatic consequence of scanning.

Digitization is the same as digital preservation.

Digitization concerns converting source material into digital form, whereas digital preservation concerns keeping digital objects accessible, usable, and trustworthy over time as technologies change. Digitizing material does not by itself ensure its long-term survival; the resulting digital objects still require ongoing management to remain usable.

Best practices

Define the purpose of the digitization program before beginning, distinguishing whether the digital output is intended to serve as an authoritative record, a working copy, or an access surrogate, since this shapes process requirements.

Capture appropriate descriptive, structural, and technical metadata during conversion so that digitized objects can be identified, retrieved, understood, and authenticated over time.

Establish and document quality assurance procedures, checking factors such as legibility, completeness, and correct formatting, and record the conversion process to support the authenticity and integrity of the output.

Make disposition decisions about source material through a defensible process that accounts for applicable jurisdictional, sectoral, and organizational requirements, rather than destroying originals automatically after scanning.

Manage digitized objects within a recordkeeping system that supports their reliability, integrity, and usability, and plan for their ongoing preservation rather than assuming digitization alone ensures longevity.

Review relevant legal, regulatory, and privacy obligations in the applicable jurisdiction before relying on digitized outputs as evidence, using qualified assumptions and seeking clarification where requirements are uncertain.