Organizations must use best practices to preserve historical documents

Many organizations, both public and private, are now working to digitize documents that can be anywhere from years to decades or even centuries old. However, when undertaking such a responsibility, it's vital that they have the best possible plans in place to make sure the originals remain in good shape but also are more broadly and easily accessible.

For instance, in Johnston County, North Carolina, officials are going back and digitizing more than a century's worth of official records – licenses, deeds, birth and death certificates, maps, etc. – that may not be in great condition, according to Raleigh television station WRAL. These old records are being scanned into a document management system, while all new ones will be issued as digital-only and can then be printed later.

An ongoing effort
The county's efforts have already led to the digitization of its entire paper archives, as well as 69 books stuffed with old records, the report said. Johnston County Register of Deeds Craig Olive noted that the project was funded by a special preservation fund, and said it was critical to enact the plan sooner than later because of the condition of some of the records.

"You can tell where the oil on people's skins rubs off," he told the station. "The paper files are the actual history of our files here."

Best practices
When the need to save physical files digitally presents itself, it's wise for organizations to work with the right equipment, according to the Library of Congress. As one might suspect, proper document scanning is not a one-size-fits-all proposition. As such, a little research to determine which types of scanners will be needed based on the documents that need to be processed will go a long way toward helping organizations make the right investment decisions.

For instance, there are a number of different kinds of scanners that can be used to preserve historical photographs, and depending upon the condition of and storage methods for those documents, the report said.

Likewise, it's vital for decision-makers to think about the technical capabilities of their options, especially when it comes to the ability to safely handle a large number of historical files.

Many organizations, both public and private, are now working to digitize documents that can be anywhere from years to decades or even centuries old. However, when undertaking such a responsibility, it's vital that they have the best possible plans in place to make sure the originals remain in good shape but also are more broadly and easily accessible.

For instance, in Johnston County, North Carolina, officials are going back and digitizing more than a century's worth of official records – licenses, deeds, birth and death certificates, maps, etc. – that may not be in great condition, according to Raleigh television station WRAL. These old records are being scanned into a document management system, while all new ones will be issued as digital-only and can then be printed later.

An ongoing effort
The county's efforts have already led to the digitization of its entire paper archives, as well as 69 books stuffed with old records, the report said. Johnston County Register of Deeds Craig Olive noted that the project was funded by a special preservation fund, and said it was critical to enact the plan sooner than later because of the condition of some of the records.

"You can tell where the oil on people's skins rubs off," he told the station. "The paper files are the actual history of our files here."

Best practices
When the need to save physical files digitally presents itself, it's wise for organizations to work with the right equipment, according to the Library of Congress. As one might suspect, proper document scanning is not a one-size-fits-all proposition. As such, a little research to determine which types of scanners will be needed based on the documents that need to be processed will go a long way toward helping organizations make the right investment decisions.

For instance, there are a number of different kinds of scanners that can be used to preserve historical photographs, and depending upon the condition of and storage methods for those documents, the report said.

Likewise, it's vital for decision-makers to think about the technical capabilities of their options, especially when it comes to the ability to safely handle a large number of historical files.

Many organizations, both public and private, are now working to digitize documents that can be anywhere from years to decades or even centuries old. However, when undertaking such a responsibility, it's vital that they have the best possible plans in place to make sure the originals remain in good shape but also are more broadly and easily accessible.

For instance, in Johnston County, North Carolina, officials are going back and digitizing more than a century's worth of official records – licenses, deeds, birth and death certificates, maps, etc. – that may not be in great condition, according to Raleigh television station WRAL. These old records are being scanned into a document management system, while all new ones will be issued as digital-only and can then be printed later.

An ongoing effort
The county's efforts have already led to the digitization of its entire paper archives, as well as 69 books stuffed with old records, the report said. Johnston County Register of Deeds Craig Olive noted that the project was funded by a special preservation fund, and said it was critical to enact the plan sooner than later because of the condition of some of the records.

"You can tell where the oil on people's skins rubs off," he told the station. "The paper files are the actual history of our files here."

Best practices
When the need to save physical files digitally presents itself, it's wise for organizations to work with the right equipment, according to the Library of Congress. As one might suspect, proper document scanning is not a one-size-fits-all proposition. As such, a little research to determine which types of scanners will be needed based on the documents that need to be processed will go a long way toward helping organizations make the right investment decisions.

For instance, there are a number of different kinds of scanners that can be used to preserve historical photographs, and depending upon the condition of and storage methods for those documents, the report said.

Likewise, it's vital for decision-makers to think about the technical capabilities of their options, especially when it comes to the ability to safely handle a large number of historical files.