Digitized ≠ Preserved: Why Scanning Isn't Enough for Government Records
In the rush to modernize, many government agencies equate digitization with completion. Once paper records are scanned and stored digitally, it's tempting to assume the job is done. But this belief confuses two fundamentally different processes: digitization and digital preservation.
Digitization refers to the act of converting physical records—paper documents, photos, microfilm—into digital formats. It's a critical first step in the journey toward modernization. However, without a digital preservation plan, those digital files are at risk of loss, corruption, or obsolescence over time. Simply put, a scanned record today may be unreadable or unverifiable a decade from now.
This distinction—preservation vs. digitization—is not just academic. For public sector agencies tasked with safeguarding records for decades, even centuries, understanding the difference is essential to ensuring compliance, transparency, and continuity. In this article, we'll explain why scanning alone is not enough and what government agencies must do to truly preserve their digital records for the long haul.
The Problem with “Scan and Store” Thinking
Across government agencies, a common practice has emerged: scan paper records, dump them into a shared drive, and check the box marked “digital.” This scan-and-store approach may feel efficient in the short term, but it introduces significant long-term risks that public institutions cannot afford to ignore.
The reality is, digital files are fragile. Without active management, they can degrade, become corrupted, or fall victim to format obsolescence. PDFs saved today may not open reliably in future software versions. Files can become orphaned or misfiled; without metadata, their context and value are lost. Worse still, relying on informal repositories like network drives or basic cloud folders often means there are no fixity checks, audit trails, or version controls—all critical for public records management.
This creates a false sense of security. Leaders believe their records are safe simply because they exist in a digital format. But digital doesn’t mean durable. A PDF without preservation safeguards is no more future-proof than a fragile sheet of paper in a filing cabinet. In an era of increasing accountability and regulatory scrutiny, this kind of thinking puts agencies at serious risk, both legally and operationally.
What True Digital Preservation Involves
To go beyond basic digitization, agencies must embrace the principles and practices of digital preservation. Unlike simple scanning and file storage, true preservation is an active, ongoing process designed to ensure long-term access, authenticity, and usability of digital records. This is the heart of the preservation vs. digitization distinction.
A comprehensive digital preservation plan includes several key components:
Metadata enrichment to capture vital context, origin, and content details.
Format migration to ensure files remain accessible even as technology evolves.
Access controls and audit logs to monitor who views or alters content, enhancing accountability.
Redundant, secure storage for robust long-term digital storage.
These capabilities go far beyond what standard document management for government typically offers. While a document management system supports daily workflows like versioning and approvals, it’s not built to handle long-term risks like bit rot or format obsolescence. The same applies to most cloud storage and file-sharing platforms—they’re designed for convenience, not endurance.
This is where dedicated public records management software with built-in preservation functionality becomes critical. Without it, even a well-organized digital archive may not survive the test of time or meet evolving legal and compliance requirements.
Regulatory and Compliance Considerations
Government agencies are bound by laws and standards that demand more than just access to information—they require authenticity, auditability, and long-term accessibility. Unfortunately, basic digitization efforts fall short of meeting these stringent requirements.
For example, public institutions must comply with regulations like the Freedom of Information Act (FOIA), state-specific public records laws, and various industry compliance standards. These mandates often require that records be available, demonstrably unchanged, and reliably traceable. That means maintaining metadata, verifying file integrity, and documenting a chain of custody—all core components of a true digital preservation plan.
This is where the preservation vs. digitization issue becomes more than a technical concern—it’s a compliance risk. Simply scanning and storing a document does not ensure it will be legally defensible or accessible years later. And for agencies managing vast volumes of records, the risk only increases over time.
To stay compliant and mitigate legal exposure, agencies need systems that go beyond basic digitization—ones that incorporate robust public records management capabilities backed by preservation-grade infrastructure.
Making the Case Internally
One of the biggest challenges for records managers and digital archivists isn’t understanding the risks—it’s convincing others. Budget holders and senior decision-makers often see scanning as the final step. To change that mindset, advocates need to reframe digital preservation as a strategic necessity, not a technical luxury.
Start by explaining the difference between preservation and digitization in clear terms: scanning creates a file, but only preservation ensures that the file remains usable, accessible, and authentic over decades. Highlight how basic digitization exposes the agency to compliance violations, legal liabilities, and reputational risks.
Use language that resonates with leadership—speak in terms of risk management, compliance readiness, and cost avoidance. Point out that restoring corrupted or lost files later can be significantly more expensive than doing preservation right the first time.
Position digital preservation as a form of digital transformation in government—a foundational step toward modernizing recordkeeping and building public trust. Emphasize that forward-thinking agencies don’t just scan—they safeguard their records with intention.
Most importantly, show how implementing public records management software with preservation functionality isn’t just IT infrastructure—it’s an investment in operational continuity, legal protection, and mission integrity.
Practical Next Steps for Agencies
Understanding the problem is just the beginning—taking action drives real change. For agencies looking to move beyond “scan and store,” the path forward starts with a clear-eyed assessment of their current digital landscape.
Audit existing digital records: Identify what’s been digitized, where it’s stored, and what preservation measures (if any) are in place.
Spot the gaps: Are files stored in unmanaged drives? Is there a lack of metadata or integrity checks? These vulnerabilities need to be addressed.
Develop a digital preservation plan: Define roles, responsibilities, tools, and workflows to ensure records remain secure, accessible, and compliant over time.
Choose the right tools: Not all systems are created equal. Look for public records management software that includes integrated long-term digital storage, metadata support, fixity checks, and file format migration.
This isn’t about layering more complexity onto your systems—it’s about investing in sustainable, smart solutions that align with modern mandates and citizen expectations. Revolution Data Systems offers expert guidance and purpose-built platforms tailored to document management for government. Their solutions help agencies embed preservation into their everyday records workflows, ensuring continuity from capture through the decades ahead.
Rethink Your Strategy: Start Preserving, Not Just Scanning
It's time to move past the myth that digitization equals preservation. Scanning is essential, but your digital records remain vulnerable without a long-term strategy. The distinction between preservation and digitization isn’t just technical—it’s foundational to protecting your agency’s mission, history, and legal integrity.
Don’t let years of scanning efforts go to waste. Reassess your current approach, build a real digital preservation plan, and invest in tools that support long-term digital storage. Your records—and your future—deserve more than a shared drive.
Start the shift today. Revolution Data Systems is ready to help you modernize public records management with solutions built specifically for the public sector. Contact us.