Digitisation Project Plan Template
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It is a requirement of the Digitisation of Records Procedure that a digitisation project plan template be completed for
each digitisation project proposal.
The Business unit responsible for the records proposed for digitisation must endeavour to complete all of the fields within
this document and submit it to the Manager, Information Management for review and approval before seeking sign off
from the Assistant Director, Information Management & Archives and the Head of the responsible Business Unit.
This Digitisation Project Plan is based on the PROV specification for the digitisation of Records and is broken down into 6
individual parts:
A - Digitisation Activity Plan
B - Digitisation Image Specification
C - Digitisation Processing Plan
D - Management plan for the converted records
E - Management plan for the source records
F - Quality Control and assurance plan
Business Area / Function
RMIT Business unit responsible for the records covered by this Digitisation Project
A - Digitisation Activity Plan
Contact Person
Please provide details of the contact person within the business who has initiated this digitisation project.
Name Position Title
Email Address
Record Identification
List the records (or collections of records) that are to be converted. By what name are they commonly known? What
types of documents are included in the records?
Post or Pre-Action Conversion
Please nominate the type of records covered by this Digitisation Project Plan. If both apply, then select both boxes (refer
to definitions to the right of the options)
Phone Number
Post-Action Conversion Conversion is carried out after any action has been taken on the record. A typical example of post-action
conversion is the digitisation of existing paper-based files.
Pre-Action Conversion Conversion is carried out immediately after the record is received and before any action has been taken on
it. An example of pre-action conversion is the digitisation of received inwards correspondence prior to any
action being taken.
TRIM is the RMIT University approved Electronic Document and Records Management System and all digitised records
would normally be captured in TRIM. If the proposed digitisation project does not include adding the resultant digitised
record to TRIM, please contact the Manager, Information Management before completing this template.
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Source Documents
Describe the characteristics and structure of the source documents to be digitised (multiple selections may apply for each Type).
B) Size A4 A3 Other (Please
specify)
A) Type
Documents
(Printed)
Documents
(Handwritten)
Photographs
(Colour)
Photographs
( Black & White)
Negatives Plans
Other (please specify)
C) Quantity
D) Structure Post It NotesDouble SidedSingle sidedStapledLoose sheets
Other (Please
specify)
F) Condition
Where the digitisation project incorporates pre-action and post-action conversion, indicate the criteria that will determine
the extent of digitisation for the records covered by this digitisation project plan (for example, with Student Records , it
might be all currently enrolment students from the start date for the digitisation). Note the criteria in the field below.
Ongoing Activity
End DateStart Date
Duration of Digitisation Activity
What is the duration of the conversion activity? If ongoing from Start Date noted below, leave End Date box blank and
check Ongoing Activity.
Good Condition Poor Condition (describe in field below)
Yes No
Are sources documents held on files?
Are there mixed document types on the files?
Yes No
If Source Documents are double sided, do both sides need to be scanned?
E) Information
Content
Yes No
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Appraisal (To Be Completed by Information Management)
Appraisal of the records must be undertaken by the Information Management. This will determine (i) whether the records
are Temporary or Permanent, (ii) the relevant Public Record Office Victoria Retention & Disposal Authority (RDA), (iii) the
relevant class in the RDA; (iv) from the RDA the relevant retention period. The two Public Record Office Victoria
Retention & Disposal Authorities relevant to RMIT University are:
- PROS 07/01 General Retention and Disposal Authority for Records of Common Administrative Functions
- PROS 02/01 General Retention and Disposal Authority for the Records for Higher and Further Education
institutions
PROV Retention and
Disposal Authority
Disposal Status Disposal Class Retention Period
Digitisation
Location 3
Digitisation
Location 2
Digitisation
Location 1
Digitisation Location and Equipment
Nominate where the digitisation will take place (Street Address for external, Building, Level and Room for Internal;
Company name and address for an external service provider), who will undertake the digitisation and specify the Brand,
Model and functional capabilities of the hardware to be used to perform the digitisation activity (i.e. scanning). If the
digitisation activity is to be split according to Post-Action and Pre-Action conversion, provide the above details for each
separate location.
Purpose and Benefit of Digitisation
Explain why the records are being digitised and the expected benefits to RMIT. Examples might include improved
collaboration and accessibility, better security, to preserve the records from deterioration, to free up storage space, to
reduce the need for additional storage space, etc.
User Needs and Impacts
Explain the impacts on users of using the converted records, including potential researchers (if relevant). Include both
positive and negative impacts.
Record Description/Title
N.B. If records are sentenced Permanent in a PROV approved RDA the RMU must complete a PRO Form 43
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Risk Analysis
What risks have been identified with converting the records. An analysis of common risks are noted in the table below.
Discuss with Information Management.
Risk Description Likelihood Consequence Inherent Risk Controls Residual Risk
A full and accurate record may not
result from the digitising process.
Possible Major Extreme
Implementation of Quality Control &
Assurance Plan as defined in section F.
Low
Digitised copies may not be used
as the official record of the
business.
Possible Major Extreme
Implementation of the Management Plan
for the Source Records as defined in
section E.
Low
Digitised copies may be large in
size causing a slow response time
to view from the desktop.
Possible Moderate Moderate
Implementation of Digital Image
Specification as defined in section B.
Low
Security of digitised copies may be
compromised due to the ease in
which electronic documents are
copied and disseminated.
Possible Major Extreme
Implementation of the Management Plan
for the Converted Records as defined in
section D.
Low
Note any other identified risks not noted above in the space below following discussion with Information Management.
Describe any Intellectual
Property Issues
associated with the
records
None Identified Yes (if yes, describe in the field below)
Intellectual Property (IP) Analysis
Are there any Intellectual Property (IP) issues with digitising the source records. Examples of IP include copyrights,
trademarks, patents, etc. If records originate from RMIT University, IP should not be an issue. If records originate outside
of RMIT University, consider who owns the IP in the record and note creator (and therefore IP holder) of the record and
any IP rights they may have (for example, photographer owning copyright for photographs produced).
Format Requirements
Are there any requirements imposed upon RMIT University by legislation, regulation, government policy / directive,
agency policy, standard, or written PROV direction to retain the records in a specific format. For example, regulations
associated with the Electronic Transactions Act 2000 specify that wills, codicils, and other testamentary instruments; and
documents must be physically served. If more information is required contact the Information Management.
None Identified Yes (if yes, describe in the field below)
Describe Format
Requirements associated
with the records
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Artefact Value
Do the physical records have any value as artefacts? Examples include: original works of art; records of international, national, or
cultural significance; original proclamations, charters, testimonials and treaties and agreements; records with a physical element
attesting to their authenticity or evidential value (e.g. a corporate seal or watermark). If more information is required contact the
Information Management.
None Identified Yes (if yes, describe in the field below)
Description of
Format
Requirements
associated with the
records
Loan Check
If some of the records proposed for digitisation are on loan to another business unit, are held in secondary storage or if
there are consignments of the records at RMIT Archives, will they be included in the digitisation project? Discuss what
this means with the Information Management and/or RMIT Archives
No Yes (if yes, consult with the Information Management / RMIT Archives on how to proceed)
Image Output
Tick one or more of the boxes to represent the record types to be digitised and apply the minimum image requirements
directly below the selected option.
B - Digital Image Specification
Resolution = 200 dpi
Type of Image = Bi-Tonal
Bit Depth = 1 bit
Output Format = PDF (Temporary Records) or
PDF/A (Permanent Records)
Non Colour Documents
Resolution = 200 dpi
Type of Image = Colour
Bit Depth = 24 bit
Output Format = PDF (Temporary Records) or
PDF/A (Permanent Records)
Colour Documents (or documents where colour is important)
Resolution = 600 dpi
Type of Image = Greyscales
Bit Depth = 8 bit
Output Format = TIFF
Black and White Photographs
Resolution = 600 dpi
Type of Image = Colour
Bit Depth = 24 bit
Output Format = TIFF
Colour Photographs
Resolution = 2400 dpi
Type of Image = Greyscales
Bit Depth = 8 bit
Output Format = TIFF
Black and White Negatives
Resolution = 2400 dpi
Type of Image = Colour
Bit Depth = 24 bit
Output Format = TIFF
Colour Negatives
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C - Digitisation Processing Plan
Process Setup
Scanner(s)
Used
If yes,
please
describe
Scanner Settings (N.B. values for the fields below should mimic the Image Output option selected in the Record Media in question 5 or question 16)
Scanning Colour Single / Double Sided
Original type Output File format
Resolution Original size
Retrieval of the Records
Where are the source records currently stored and how will they be transferred to the scanning site?
Preparation of Records for Scanning
What physical preparation work needs to take place prior to scanning (select relevant options from the list below)?
Removal of documents from
files
Removal of staples and clips from
documents
Flattening of pages
Take post it notes off documents where they obscure document content but ensuring that they are scanned
Other (please
describe)
Are there any specific software requirements (e.g. image processing software)? No Yes
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Scanning Records
What special handling measures are required (for example, documents with attached notes, annotations on back,
different sized records scanned together, etc)?
What scanning method is be
employed?
Where will the output Files be
stored prior to capture in TRIM?
If other please specify
What File Naming convention will
be applied to the output files?
What, if any, post processing of the
digital images is to take place?
What post processing of the source
records is to take place?
What information about the
records needs to be captured?
Return of the Source Records after Digitisation
How will you ensure that the
source records are returned to
the state they were in prior to
scanning and accessible post
digitisation?
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D - Management Plan for the Converted Records
This section identifies describes the requirements for continuing management of the converted record. The purpose of
the management plan is to describe the mechanisms used to ensure that the converted record remains accessible for as
long as it is required. TRIM (current version 7.1) is the RMIT University approved Electronic Document and Records
Management System and has Public Record Office Victoria (PROV) endorsement as apart of the Victorian Electronic
Records Standard (VERS). TRIM is to be used to manage all converted records resulting from digitisation projects. As a
result, the questions below are focussed on how TRIM will be configured and used to ensure the Authenticity, Reliability,
Integrity, Accessibility and Useability of the converted records.
Who is resposible for the management of
the converted record (i.e. the digitised
record)?
Where will the converted record be stored
prior to being entered into TRIM?
Will the converted record be indexed to facilitate full text seaches? (N.B. OCR
software is required for this to occur)
No Yes
Security and Access Control
Who will have access to the converted
record?
Describe any dissemination, access and
security issues associated with the record
Responsibility
About the Converted Record
Are any new classification term(s) needed in TRIM? No Yes
If Yes. What term(s) are required?
Temporary
Permanent
Disposal
Is the converted record sentenced as Permanent or Temporary in a PROV
approved RDA?
If the converted record is permanent,
describe how the record will be managed
over time
If the converted record is temporary, how
long should it be retained after conversion?
What records will be maintained for the
disposal process?
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E - Management Plan for the Source Record
If the source record is permanent, describe
how the record will be managed over time
If the source record is temporary, how long
should it be retained after conversion?
Describe the system to be used to manage
the source record until it's disposal.
What records will be maintained for the
disposal process?
F - Quality Control and Assurance Plan
Image and Record Accuracy
Reminder: Unless otherwise agreed all digitised records will be entered into TRIM
How will staff will be trained in the
scanning process?
Describe the proposed scanning process
and how the digitised records will be
checked for quality.
How frequently will the digitised records be checked for Quality during the scanning process?
Is the source record sentenced as Permanent or Temporary in a PROV approved
RDA? Permanent
Temporary
After each batch is
scanned
Once a day Once a week Once a month
Other (please specify)
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Comparison with original
Ensuring any annotations to the source record can be viewed
Reading converted record to ensure that it is legible
Checking that file format is correct
Checking completeness - all pages of a document a scanned
Checking completeness - all documents in batch are scanned
Checking metadata
Checking orientation of digitised record
Other - please specify
Describe what will happen if
any problems are identified
Storage Reliability (to be completed where records are not entered into TRIM)
How frequently will the backup of digitised images be checked for any problems?
What criteria will be used to check image quality (check all options that apply)?
How frequently will the restore functionality of digitised images be tested for any problems?
Quality Control Processes
Describe what steps will be
taken if a quality failure is
identified
Describe what steps will be
taken to ensure that quality
failures are not repeated.
N.B. If problems arise during or after the digitisation process the Information Management should be advised.
After each batch is scanned Once a week Once a month
As per ITS backup procedures Other - please specify
After each batch is scanned Once a week Once a month
As per ITS backup procedures Other - please specify
REMINDER: It is the resposibility of the Work Group managing the Digitisation Project to maintain a log of errors detected
and error rectifications for the duration of the Project.
Assistant Director, Information Mgmt and Archives:
Signed: ................................................................... Date: .... / .... / ........
Head of Business Unit:
Signed: ................................................................... Date: .... / .... / ........