What does the digitization process look like?

The process of digitizing a paper archive involves several steps. We're happy to explain how a professional digitization company like De Nationale Archief (National Archives Vault) has designed its process. This process guarantees a secure, complete, and usable digital archive.

Typically, archives are digitized in a scanning center at a digitization company. There are exceptions where digitization is performed on-site at the client's premises. This is usually not the case, as it is much more expensive and 100% quality cannot be guaranteed. A standard digitization process includes:

1- Clearance of the archive. In this phase, the archive arrives at the scanning center and its condition is checked, for example, for moisture, vermin, and other unusual conditions.

2- Project description. Before the project begins, the delivery process is agreed upon with the client. This includes scan quality, timing, and the naming and size of the digital files.

3- Configuration settings. The scanners to be used are selected. These include volume scanners, as well as specialized scanners for large formats, special formats, and exceptionally fragile paper such as heritage.

4- The archive is then manually cleaned in the pre-processing phase. The paper archive is then stripped of any adhesives or binding materials such as staples, clips, etc.

5- Next, the scan sheets are printed to collect the correct data for each scan and to ensure proper naming.

6- Next, scanning takes place. Both sides of the documents are scanned, after which the empty pages are digitally removed.

7- Next, quality control and post-processing take place.

8- Finally, OCR, indexing, and metadata processing take place, along with the naming.

9- The data is then delivered in the format appropriate for import into the Document Management System. The most commonly used format is PDF.

10- In the final step, the scanned archive is stored correctly so that, in case of doubt, it can be compared with the original. A final check may also be necessary to ensure that the scanned original fully matches the digital file.

Given the impact of destruction (non-reconstruction), most clients opt for a retention period of six months or longer for a digitized archive.

Do you want to be sure that your archive is properly digitised? In a professional manner and tailored to your wishes and possibilities? Then we invite you to get acquainted with the archiving solutions of De Nationale Archiefkluis, the archive expert in the Netherlands.

Feel free to call us or send us a message via the contact form.

Advice  Think carefully in advance about the necessity of digitizing the existing archives and make a selection in (1) Necessary, (2) Desired or (3) Not necessary. This will save you a lot of time and money later on.