Keep originals after digitizing

A scan preserves a view

Digitization makes reading and sharing easier. It can reduce repeated handling. But it records selected aspects of an object: a flat image may omit paper thickness, embossing, binding, an inscription on the reverse or the relationship of inserted pieces. A readable scan is not the whole record.

Retain the original when it has evidential, personal or material value. Do not treat a successful upload as a decision to discard it. Any appraisal decision should identify who is responsible and what information would be lost.

Keep the relationship recoverable

Give the object or folder an identifier and use that identifier in its digital filenames and inventory. Describe all sides captured. If a letter has three pages and an envelope, account for each part; a single filename called letter-final does not establish completeness.

Distinguish the date of the historical item from the date it was scanned. Note whether the image is a whole-object capture, a detail or an edited reading copy. Preserve the capture before making tonal adjustments or removing marks.

Choose handling that fits the material

Do not force bound volumes flat or feed fragile documents into automatic scanners. Support the original and use a method that can capture it without stress. An oversized item needs a larger capture setup or specialist help, not pressure from a scanner lid.

Store the original in a suitable enclosure after capture and update its location. Keep the description with the digital set so a later reader knows an original exists and can distinguish it from a photocopy or later reproduction.

Check the result against the original

Compare the page order, edges and small writing. Check the back of photographs and documents for missing information. An image can be sharp while incomplete. Record any intentionally omitted blank pages or inaccessible areas.

Before ending the project, locate the physical item from its digital record and the digital file from the inventory. This two-way check makes the connection usable rather than merely assumed.

Working checklist

Use this as a session checklist. Ticks are saved only in this browser; download a worksheet to keep a portable record.