Document Digitizing Procedures

Document Digitizing Procedures

Definition: It is a technical process of converting documents from its hard copy to an electronic form..

Purpose:

• To control the conversion of paper documents into digital form to ensure high quality for all scanned documents.
• To secure backup copies of historical documents.
• To promote use of electronic documents in order to safeguard originals from damage due to frequent handling.
• To facilitate access to digital documents through the electronic system of the National Library and Archives.

Procedural steps :

• Preparing document for scanning.
• Setting equipment according to the approved standards of the National Library and Archives.
• Scanning of documents.
• Reviewing the quality of the digital document in comparison to the original paper form.
• Indexing the document by entering data in the approved electronic system.
• Checking the entered data on the electronic system and comparing it with the document.
• Migrating document data into the approved electronic system.
• Reviewing the data migrated to the approved electronic system.