Digitization

Planning is key to a successful digitization project. Scanning Institute records can improve your office by organizing old documents into electronic systems, making them easier to find, and allowing multiple users to access them remotely. However, digitization isn’t always the best answer.

A few things to think about beforehand:

• Scanning just to free up office space is often not worth the cost and mismanaged digitization could fail to meet MIT’s standards for preservation of information (see 13.2.2.1 Preservation of Information).
• Instead, you can store non-permanent records offsite at Iron Mountain or transfer permanent records to the Institute Archives.
• If you do decide on digitization, email rmprogram@mit.edu to request a consultation and a project planning template, which includes a list of MIT-approved vendors.

After digitization is complete, remember that:

• Original handwritten, printed, or typed records should not be destroyed until scans are checked to be complete, accurate, and properly organized.
• In some cases, it may be appropriate to preserve the originals in the Institute Archives.
• Scans must also follow the same retention rules as the originals (see 13.2.2.1 Preservation of Information).