2.1 Digitize - RIM Manual

Authority

Digitization practices are governed by several authorities. 

• Section 13 (1) of the Information Management Act (IMA) requires that government information in physical formats must be digitized before it is archived. 
• Chief Records Officer Directives and Guidelines establish 2023-09-30 as the date when the IMA digitization requirement will come into effect (CRO 01-2021) and direct ministries to follow the Digitizing Government Information Standard (CRO 01-2020).
• The Managing Government Information Policy (MGIP) confirms this by stating “When digitizing government information other than transitory information, ministries must follow the Digitizing Government Information Standard” (section 3.3).
• The Redundant Source Information Schedule (RSIS) requires that when government information is digitized, a documented, authorized process that complies with the Digitizing Government Information Standard (DGI Standard) must be in place before redundant source information can be destroyed, in order for the process to be defensible (section 4).

Digitization

Digitization is the process of copying physical records (usually paper) into digital form. The process of digitization includes planning, assessing, preparing, digitizing, compiling metadata, running quality assurance checks, and securely storing and managing the digitized records.

A well-planned, properly resourced, defensible digitization process will help ensure that your digitized records are trustworthy and that you will meet the requirements for disposing of the original (redundant source) records as specified in the RSIS.

Requirements

The requirements for BC Government digitization processes are established in the DGI Standard, which has been approved by the CRO.

It is the responsibility of ministries to review the DGI Guide or the How to Use the MFD to Digitize Guide as appropriate. Each ministry also needs to determine what, if any, additional requirements may be needed for digitization in the context of Ministry policies and develop its own digitization procedures accordingly. If you need advice on the DGI Guide, please contact your Records Officer.