More and more institutions are recognising the importance of digitization. Not only to preserve historical collections, but also to make information more accessible, searchable and manageable.

The pressure to digitize is also increasing. Legislation and regulations are imposing higher requirements for sustainability and transparency. At the same time, there is a growing public expectation that archives should be available digitally – for citizens, researchers and internal users. Paper archives are vulnerable, difficult to search and often spread across multiple locations. In an age where accessibility, sustainability and accountability are key, digitization is an essential building block for good archive management.

Yet the first step is often the hardest. Where do you start? What choices do you need to make? And how do you prevent the process from becoming overwhelming?

From digitization to sustainable archive management

Digitization now touches on all core aspects of archive management: from sustainable storage to accessibility and accountability. It is closely intertwined with legislation and regulations, information management, accessibility and the preservation of heritage.
That is precisely why it is important not to approach digitization as a separate project, but as part of a broader strategy. Those who start without a plan run the risk of fragmentation or having to redo work later because quality standards have not been met.

Start with what is vulnerable and valuable

A logical first step is to identify the risks within the existing collection. Which archive items are most vulnerable to loss or degradation? What is irreplaceable in terms of content or frequently requested?
By focusing on this assessment, priorities will automatically emerge. This makes the digitization process concrete and justifiable, including to the board or subsidy provider.

Work in phases, with an eye on capacity

The transition to a digital archive does not have to happen all at once. In fact, a phased approach helps to keep the process clear and manageable. This creates room for interim evaluation, gaining experience and adjusting choices where necessary.
A roadmap provides guidance in this regard. It provides insight into the order of digitization, the resources required and the moments at which quality control takes place. This prevents unnecessary delays or additional costs.

Let quality standards provide direction

International standards such as Metamorfoze, FADGI or ISO 19264-1 are not just technical guidelines. They also help you make clear choices. Not every document needs to be scanned at the highest level, but when it does, it is important that the infrastructure is suitable for this.
By incorporating these standards from the outset, you avoid having to reinvest in equipment or software later on – and you guarantee the long-term usability of the digital archive.

Digitization as an opportunity, not a chore

Digitization can seem complex, but it doesn't have to be. With the right approach – based on content priorities, available resources and clear standards – it becomes a process that brings peace of mind, clarity and future-proofing.
For many institutions, that first step is the hardest. But it is precisely that first step that determines whether digitization feels like a chore or an opportunity to look ahead.