Digital Transformation at Scale: How Te Rua Mahara o te Kāwanatanga Archives New Zealand Transformed 400,000 Pages of Department of Internal Affairs Corporate Records

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Summary

When Archives New Zealand faced the task of relocating from their Mulgrave Street building while maintaining access to their own inhouse corporate records dating back to the 1940s, they needed a digitisation partner capable of handling both the scale and sensitivity of the paper records.

Archives New Zealand choose to partner with Desktop Imaging as a member of the Syndicated Government Panel for the supply of Digitisation Services. We successfully digitised approximately 400,000 pages of corporate records, creating 3,800 searchable digital files—delivered on time, on budget, and in full compliance with New Zealand's archival standards.

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The Challenge:

Archives New Zealand, operating under the Department of Internal Affairs, faced a unique set of challenges as part of the Te Ara Tahi transformation programme—a shared initiative between the National Library of New Zealand, Archives New Zealand, and Ngā Taonga Sound & Vision.

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Key Challenges:

• Physical Space Constraints: The new Heke Rua Archives facility lacked sufficient storage capacity for all physical corporate records, which are regularly used by archivists and staff
• Time-Critical Deadline: Project completion required by June 30, 2025
• Regulatory Compliance: Strict adherence to the Public Records Act 2005, Privacy Act 2020, and Contract and Commercial Law Act requirements
• Volume and Complexity: Over 200 boxes containing decades of high-use corporate service records, each with unique identifiers linked to existing metadata
• Preservation Standards: Maintaining the integrity of corporate service records, while ensuring digital outputs met archival quality standards

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"We needed a partner who could handle not just the volume, but the responsibility of digitising irreplaceable national records," noted the Archives New Zealand project team. "Every document represents a piece of New Zealand's administrative history."

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The Solution: End-to-End Digital Transformation

We deployed a comprehensive digitisation solution that went far beyond simple scanning, delivering a fully managed service that addressed every aspect of the document lifecycle.

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Technical Approach:

Automated Intelligence Integration

• Implemented Optimal Mark Recognition (OMR) technology with barcoded header sheets for automated file identification
• Created SQL database lookups to automatically populate metadata fields from Archives New Zealand's database extract.
• Deployed proprietary batching applications to ensure seamless data synchronisation

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Quality-First Digitisation Standards

• 24-bit full colour scanning at 300 DPI resolution
• PDF/A format with lossless compression for long-term preservation
• OCR processing for full-text searchability across all documents
• Specialised handling of mixed media, including paper-based corporate records, documents of various sizes, including large-format plans

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Comprehensive Service Delivery The process ensured zero disruption to Archives New Zealand operations:

1. Secure Chain of Custody: Bar-coded tracking of all 202 boxes throughout the entire process
2. Careful Preparation: Document repair as necessary and preservation of original filing order
3. Intelligent Capture: Automated metadata extraction and validation against existing Archives New Zealand database
4. 100% Quality Assurance: Every single image verified for completeness, clarity, and correct orientation
5. Controlled Repatriation: Physical files repatriated post digitisation to ensure preservation of physical records pending appraisal and sentencing.

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The Results: Transformation Delivered

By the Numbers:

• 202 boxes processed and digitised
• ~400,000 pages successfully captured
• ~3,800 searchable PDF/A files created
• 100% on-time delivery
• Zero budget overruns
• Full regulatory compliance with all relevant New Zealand legislation

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Strategic Benefits Achieved:

Immediate Access and Efficiency

• Corporate records now retrievable and searchable digitally day-forward by archivists anywhere in the country
• Full-text search capabilities across decades of corporate documents
• Reduced storage footprint in the new Heke Rua facility

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Risk Mitigation and Preservation

• Digital preservation of corporate records
• Disaster recovery protection through digital backup
• Compliance with mandatory archival standards set by the Chief Archivist

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Operational Excellence

• Seamless integration with existing Archives New Zealand systems
• Priority processing capabilities for urgent document requests
• SharePoint collaboration portal for real-time project visibility

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Key Success Factors

1. Technology-Led Efficiency

“Desktop Imaging's Director Stephen Beighton mentioned, 'We used automated indexing and our proprietary batching application, which meant there was no requirement for manual intervention to populate metadata fields. The system automatically matched existing database records with the digitised documents.”

2. Compliance Without Compromise

Every aspect of the digitisation process adhered to:

• Contract and Commercial Law Act, Section 229(1)
• Public Records Act 2005 and mandatory standards
• Privacy Act 2020 requirements

3. Scalable Quality Assurance

The implementation of a systematic QC/QA process meant that despite the volume, every single page underwent quality verification—from checking handwritten annotations to ensuring like for like colour capture of all records.

4. Collaborative Partnership Approach

Regular communication through the SharePoint portal, weekly reporting, and flexible priority processing ensured Archives New Zealand maintained full visibility and control throughout the project.

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Looking Forward: A Model for Government Digital Transformation

The successful completion of this project demonstrates how government agencies can modernise their records management while maintaining the highest standards of preservation and compliance. The digitised collection now serves as a searchable, accessible resource that supports both operational efficiency and the preservation of New Zealand's administrative heritage.

For Archives New Zealand, this project represents more than just a digitisation initiative—it's a critical component of the broader Te Ara Tahi transformation, ensuring that the nation's documentary heritage remains accessible and preserved for future generations while meeting the practical needs of modern government operations.

We specialise in large-scale digitisation services for government agencies, archives, and large organisations. Our end-to-end solutions combine cutting-edge scanning technology, intelligent automation, and strict quality assurance to deliver digital transformation projects that meet the most demanding regulatory and preservation standards.

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Ready to Transform Your Document Management?

Whether you're facing a facility move, regulatory compliance requirements, or the need to modernise legacy records, our DI Scanning service delivers the expertise, technology, and partnership approach to ensure your project's success.