The University is required to meet certain conditions before destroying paper records after they have been converted into electronic form (commonly referred to as digitised or scanned). Many of these conditions relate to the quality of the digitised reproduction and its ongoing accessibility. It is important to note that certain records are unable to be fully digitised with no source records retained, and these are outlined in the procedures.
The Digitisation of Records Procedure has been developed to support University teams in digitising their paper records to a compliant standard so that the paper does not need to be retained after digitisation has occurred. These procedures should be read in conjunction with the Digitisation Checklist which describes the process to digitise physical source records in more detail. Our team are here to help you with understanding the completing the checklist, and we invite you to make contact with us at corporate-records@otago.ac.nz