Digitisation scope and ROI worksheet.
A practical starting point.

Review checklist

Work through the checklist.

Use the checkboxes during a review. Entries stay in this browser tab and are not submitted to a server. Print or save the completed page for your own records.

• Identify record types and the business teams that use them.
• Estimate boxes, pages, formats and the age of the backlog.
• Separate active records from material needing retention review.
• Record fragile, oversized or unusual documents.
• Define preparation work, indexing and metadata fields.
• Choose a representative sample for testing.
• Agree OCR and searchable-file requirements.
• Set quality checks and acceptance criteria.
• Record access controls and chain-of-custody requirements.
• Choose the destination repository and naming rules.
• Estimate current retrieval effort using actual staff observations.
• Compare agreed project cost with measured ongoing effort and storage costs.
• Plan staff training and a post-delivery retrieval test.
• Agree the handling of original records with the responsible records owner.

Action worksheet

Record the next step.

Useful output: A scoped brief for quotation and an evidence-based cost comparison. No savings are assumed.

This worksheet supports planning. Retention, access and disposal decisions require the organisation’s responsible owners and applicable policy review.