The operational challenge
Physical records can become difficult to use when naming, filing and retrieval practices differ between teams. A digitisation project needs to address the way people find and work with information, alongside the scanning itself.
A connected project approach
Start with a document assessment: identify the record owners, formats, volumes and handling requirements. Agree which records are in scope and how digital files should be named and indexed.
The delivery plan then connects document preparation, scanning, quality review and handover. Where appropriate, a DocCase discussion can establish how the resulting archive should fit the wider document management workflow.
What to agree before delivery
- The document inventory and responsibilities for handling originals.
- Naming conventions, indexing fields and quality checks.
- The structure and format of the digital handover.
- Staff familiarisation and ongoing ownership of the archive.
Intended outcome
A clearly organised archive that the organisation can use and maintain. Acceptance criteria and retrieval expectations should be agreed for the specific project.
This brief illustrates a delivery approach. It is not a claim about a completed client engagement.