In some situations, the digitisation process may result in a digitised version that does not meet the appropriate minimum digitisation requirements needed to apply GRA 31 – in which case, the source or original records may not be destroyed after digitisation.
This may occur because:
Such issues should be detected during quality assurance testing, either during the initial stages of establishing a digitisation project, or at the end of a project when testing the resulting digitised records.
Under GRA 31 Condition 4, source or original records may not be destroyed until appropriate quality control processes have been applied to the newly created digitised versions. Destruction of source or original records before quality control verification is complete, is considered unlawful destruction of Commonwealth records under the Archives Act 1983.
Where an agency outsources the digitisation of source or original paper records, it is the responsibility of the agency to ensure that the digitised records are subject to appropriate quality controls and are proven to meet the minimum applicable digitisation specifications, before permission is given to destroy the source or original records in accordance with GRA 31.
Contractors undertaking outsourced digitisation work on behalf of agencies must comply with the appropriate minimum digitisation specifications for the relevant source or original record formats, and meet all relevant conditions and exclusions under GRA 31, to ensure they do not unlawfully destroy Commonwealth records.
If destruction of the source or original records is not authorised the records will need to be managed in ways that preserve their integrity. This will usually involve reconstructing the source records to the way they were before digitisation. If the records have been dismantled as part of their preparation for digitisation and they are identified as 'Retain as national archives', you should contact the National Archives' Agency Service Centre for advice about repackaging the physical records.