How to Prep for a Digitisation Project: A Checklist for NZ Council

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Digitisation projects can be complex — but they don’t need to be stressful. We support councils across Aotearoa by managing the entire process, from scoping and compliance to scanning and delivery.

Whether you want to hand it all over, or prep internally before we arrive — this checklist walks you through the key steps.

Option 1: We Do It For You

Let’s keep it simple. You hand us the project — and we take care of everything:

• Scoping and compliance alignment (Archives NZ, PSR, Privacy)
• Record auditing and metadata planning
• Secure transport and prep
• Scanning, QA, indexing, and file delivery
• Chain of custody and audit documentation
• Optional disposal or return of physical records

Need a proposal or ballpark quote? Email us at hello@desktopimaging.co.nz

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Option 2: Want to Prep It Yourself? Here’s Your Checklist

1.Define the Purpose and Scope

Start with clarity.

• What’s driving the project? (e.g. space reduction, digital access, regulatory compliance)
• What collections or records are in scope?
• Are you scanning for access, long-term preservation, or legal replacement?

Tip: Document your “why” early — it will help guide procurement, stakeholders, and prioritisation later.

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2.Conduct a Records Audit

Know what you're working with.

• Identify record types, formats, volumes, and storage conditions
• Check for duplicates, outdated materials, or retention issues
• Note fragile or oversized items that may need special handling

Tip: Use this audit to set scanning specifications (resolution, file type)and identify risks.

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3.Clarify Compliance Requirements

For NZ councils, this usually means:

• Archives NZ’s Digitisation Standard (for legally replacing originals)
• NZ Government Protective Security Requirements (PSR)
• Local retention and disposal authorities
• Privacy Act 2020 considerations (especially for sensitive or personal data)

Tip: If you're scanning for disposal, ensure your provider meets Archives NZ's audit trail requirements.

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4.Engage Stakeholders Early

Digitisation projects often cross teams and departments. Make sure you:

• Involve Information Management, IT, Records, and Business Units
• Identify your internal project sponsor and day-to-day coordinator
• Communicate benefits clearly (e.g. faster retrieval, remote access, better service delivery)

Tip: Buy-in is easier when stakeholders understand how digitisation supports council strategy.

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5.Prepare Your Physical Records

Before your provider starts scanning:

• Remove staples, paperclips, and bindings
• Organise files logically (e.g. by property ID, client number, date)
• Create a metadata list or index to accompany the records

Tip: A well-prepped box is faster — and cheaper — to digitise.

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6. Plan for Access and Integration

Digitisation is only valuable if people can find and use the records.

• Where will digitised files be stored (EDRMS, SharePoint, cloud)?
• How will metadata be structured for search and retrieval?
• Do you need OCR, indexing, or linking to existing systems?

Tip: Consider how digital records will support LIM requests, customer service, and regulatory reporting.

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7. Budget for the Full Lifecycle

Don’t just budget for scanning.

Include:

• Pre-scan prep and boxing
• Metadata capture
• Quality assurance and delivery
• Secure transport
• Post-scan return or disposal (if permitted)
• Change management and training

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Not Sure Which Option Suits?

Let’s chat — we can tailor the process to your team’s capacity. Whether it’s a full-service handover or hybrid delivery, we’re hereto support your outcomes, not sell a template.

Contact us today or request a walkthrough from one of our specialists.

Link to DI Scanning Services

Tags: Digitisation Services NZ, Council Records Scanning, Archives NZ Digitisation Compliance, Full-Service Document Digitisation, Desktop Imaging Workflow Support

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