Public authorities are themselves responsible for replacing paper archives with digital reproductions. This process is known as substitution scanning. It is a complex and irreversible undertaking, where thorough preparation and precise execution are of vital importance. Read all about substitution scanning in our latest blog post!
Digital Government
Due to the current Covid-19 situation, an increasing number of organisations are working remotely — including public authorities. It is essential that staff working from home have full access to all necessary information, which is only possible if that information is available in digital form. Much of the information produced, used and/or received by government bodies is already digital. However, paper documents remain unavoidable, as the government must not exclude individuals based on its working methods. It is therefore important that physical documents are scanned and digitised as quickly as possible to ensure they are accessible to everyone
Substitution Scanning
The solution lies in substitution scanning. With substitution scanning, paper documents are scanned in accordance with a Replacement Manual that you prepare. Once scanned, the original documents may be lawfully destroyed. The Replacement Manual supports the decision to substitute and demonstrates that the responsible authority is exercising its powers with due diligence
The Difference Between Substitution and Digitisation
Substitution of archival records is not the same as digitisation. Substitution involves creating digital reproductions that replace paper documents. The originals may then be destroyed, and the digital versions become archival records within the meaning of the Archives Act. Digitisation, on the other hand, involves converting analogue records into digital form by scanning them. This results in digital copies, but the paper versions remain the official archival records under the Archives Act and must be preserved in accordance with statutory requirements.
Would you like to learn more about substitution scanning? Please get in contact with us or visit our dedicated substitution scanning page!
