National Library of Australia


Corporate Information Technology Working Group
Digitisation Subgroup

Principles of digitisation

The following principles for digitisation programs were developed by the Digitisation Subgroup of the Corporate Management Forum’s IT Working Group.


Digitisation of cultural heritage materials is a complex and costly endeavour. Many issues need to be addressed by any institution embarking on digitisation programs, but the Digitisation Subgroup has identified a number of fundamental principles that can guide decisions about what and/or how to digitise. It agreed that the first two are fundamental principles, while the remaining ten are a menu from which to select depending on the goals of the program (Principle 1).

Principle 1. Goal directed

Deciding how and what to digitise will vary according to the goals of the project. Decisions about quality and quantity will be bounded by goals, priorities and available resources. For institutions that anticipate using a set of images only on the Web, then digitising at a lower resolution (quality) may be an option (but consider Principle 3). When archival (high-resolution) digital images are wanted, then perhaps fewer items (quantity) in a particular collection can be digitised and selection must be guided by clear goals, eg collection management, preservation, access and other goals. For audio and video material, bit and sampling rates correspond to resolution and the above principles apply. Ultimately, setting goals includes a cost-benefit decision-making process.

Principle 2. Driven by institutional policy

Digitisation programs should reflect the strategic and operational goals of the institution and obey policies. For example, at some institutions there is a policy that collection materials do not leave the premises to be photographed, digitised, or copied by any other means. When such policy is to be knowingly violated, risk minimisation procedures should be instituted. At a higher level, digitisation programs should reflect internal policies regarding collection access, preservation, collection management and marketing. Note that in turn digitisation policy should be driven by principles such as these.

Principle 3. Long term thinking

Digitisation of collection materials can be a complex and expensive process. Thinking about future uses and needs for the digital copies we create today may help to avoid duplication of effort, using formats of limited longevity and applicability, cheap short-term solutions that are not cost-effective long-term.

Principle 4. Technological and procedural re-evaluation

The technology of digitisation, like all areas of technology, is continually changing. Regular re-evaluation of technological approaches and processes will play a role in optimising the efficiency and effectiveness of digitisation programs.

Principle 5. Risk minimisation

Many potential risks attend digitisation programs, from loss or damage of originals to using technological solutions that do not meet required standards. Approaching digitisation of collection materials as a series of smaller, controllable subprojects can have many advantages in minimising risks, as can good quality control procedures.

Principle 6. Integrate digitisation into institutional activities

At the outset of the digitisation program it is desirable that digitisation should be seen as part of a larger, routine process rather than as an isolated, separate activity. That larger process can include:

Principle 7. Eliminate duplication

The routine processes adopted for managing digital collections and records should preclude, or at least minimise, any double handling or unnecessary duplication of products. For example, digitising 50 images for Web presentation at a low screen resolution or, for audio, at a low sampling rate, and later re-digitising at high resolution or high sampling rate for other purposes is a waste of time and resources, and could be hard on collection materials where originals are being scanned or played again on a tape recorder.

Principle 8. Provenance of foreign goods

Collecting institutions have many reasons for borrowing materials from each other, eg for exhibition purposes. In some of these cases both parties may agree that the borrower make digital copies of these items for a variety of purposes (eg condition reporting, online exhibition). It is vital that information management systems for digital materials can adequately record the provenance of these digital ‘borrowings’ to avoid confusion about the custodianship.

Principle 9. No breach of copyright or moral rights

Digitisation of cultural materials and provision of access to digital copies should comply with intellectual property legislation, with moral rights, and with cultural protocols with respect to Indigenous and other cultural groups. In turn, it is good practice to ensure that users also comply with legal and cultural conventions.

Principle 10. Collaboration

In recognition of whole-of-government initiatives and policies to move government services and business online, collecting institutions are increasingly collaborating to provide access to quality information about Australia’s cultural heritage. Collaboration with other institutions and commercial partners can contribute to minimising duplication of effort, improving access to digital collections, achieving efficiencies, improving knowledge about and processes for digitisation.

Principle 11. Part of a broader information strategy

Digital copies are information – manage them! is another way to summarise this principle. Digital copies should be part of a broader strategy to manage collections and access to those collections, to apply good information management practices to managing digital copies (eg file naming, creating database records including ‘standard’ metadata, cross referencing, secure storage of physical and online digital formats, recording of any manipulations), and indeed to managing any intermediate reproductions, such as photographs. Planning for the maintenance and preservation of digital information should be part of the strategy.

Principle 12. Originals are indispensable

Digital copies are excellent access ‘surrogates’, but not substitutes for the original item, which must also continue to be managed according to best practice.

Principle 13. Faithful reproduction

Digital copies should faithfully reproduce the material provided for digitisation, including all faults and artefacts of the original in the first instance. Manipulation can be performed on a subsequent version to enhance the reproduction, if requested, for presentation purposes and so on. All such manipulations must be documented.


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Last modified: August 09 2004.