Digitisation of Archives

Digitisation of archives means converting physical records, such as manuscripts, files, maps and photographs, into digital copies. It supports long-term preservation by reducing handling of fragile originals and enabling their contents to be stored, copied and accessed electronically. However, digitisation must be accompanied by digital preservation, which keeps these copies authentic, readable and usable over time.

How digitisation protects archival materials

• Researchers can consult digital copies instead of originals, reducing physical handling and the associated risks of tearing, abrasion and damage.
• High-quality images capture the visible information in records, providing an additional means of consulting their contents if originals deteriorate or are damaged.
• Copies stored in geographically separate locations reduce the risk that a single fire, flood or other disaster destroys every available copy.
• Digital access allows wider consultation without repeatedly transporting or displaying fragile materials.

What makes digital preservation sustainable

Scanning is only the first step. Digital files also require continuing management because storage media can fail and software or file formats can become obsolete.

• Metadata should record a document's identity, provenance, archival context and digitisation details so that it remains understandable and traceable.
• High-quality preservation master files should be retained separately from smaller copies supplied for routine access.
• Multiple backups and regular integrity checks help detect loss or unintended alteration of files.
• Storage renewal and migration to suitable formats help maintain accessibility as technologies change.

Why original records still matter

Digitisation complements, rather than replaces, physical conservation. Originals retain material evidence, such as paper, bindings and seals, that digital images may not fully capture. Archives therefore still need appropriate storage, environmental controls and careful handling, alongside quality control of digital copies.