What basic principles should be followed in the digitalization of archives?

The basic principle of digitalization of paper archives is to make the archives information resources be used accurately, conveniently and quickly, and to make the archives information resources that can be made public be enjoyed to meet the needs of the society for archives utilization.

2. Determine the principles of digital objects:

The objects to be digitized should be confirmed according to certain principles and utilization methods, and only paper files that meet certain requirements can be digitized.

3, in line with the principles of national laws and regulations:

The digitization of paper files must conform to the national regulations on file opening and related regulations.

4, the value principle:

Archives that belong to the scope of filing and should be preserved permanently or for a long time and have high social use value can be included in the scope of digital processing.

5, safety management principles:

Ensure the security of original files and digital file information.

6. Integrity principle:

All aspects of the digitization of paper files should be registered in detail, sorted and summarized in time, bound into a book, and complete and standardized records should be established while completing the digitization work.

Extended data:

To organize files:

1, directory data preparation:

According to the requirements of Archives Description Rules (DA/T 18), standardize the contents of the catalogue in archives. Includes determining the description items, field lengths and content requirements of the file directory. If there are errors or irregularities in the title, file name, owner, starting and ending page numbers and page numbers of the case file, it shall be revised.

2. Unbind:

Without removing the binding, the binding should be removed for files that affect the scanning work. When removing the binding, care should be taken to protect the file from damage.

3. Distinguish between scanning and non-scanning:

Distinguish between scanned files and non-scanned files in the same case file as needed. The principle of distinguishing common documents is that irrelevant duplicate documents should be eliminated and the original documents can be scanned.

4. Page trimming:

For documents that are seriously damaged and cannot be directly scanned, technical repair shall be carried out first, and the original documents with wrinkles and unevenness that affect the scanning quality shall be treated accordingly (flattening or equivalent ironing) before scanning.

5, file registration:

Make and fill in the handover registration form of digital processing flow of paper documents, and record the starting page number and page number of each document in detail after the documents are sorted out.

6, binding:

After the scanning work is completed, the dismantled files should be re-bound according to the requirements of file storage. When restoring binding, attention should be paid to keeping the arrangement order of documents unchanged, so as to be safe, accurate and without omission.

Anxiang Archives Bureau-People's Republic of China (PRC) Industry Standard "Technical Specification for Digitization of Paper Archives"