Pilot project of mass digitisation

In 2019, the National Archives of Finland is piloting the new mass digitisation process. The decision regarding more extensive deployment of mass digitisation will be taken after the pilot project.

Five public sector organisations are participating in the pilot project: the District Court of Western Uusimaa, Fimea, the Finnish Institute for Health and Welfare, the Ministry of Employment and the Economy and the Tax Administration.

Objectives

The objective of the mass digitisation pilot project is to

  • digitise approximately 450 shelf metres of archived official documents using the new process and technology in compliance with the requirements of digitisation which finally aims to destroy the paper documents.
  • collect information of actual throughput times of as many phases of the digitising process as possible, as well as of the clarity of existing instructions and the need for further instructions.

Phases of the pilot project

During the first phase of the pilot project, the pilot materials were specified on the basis of the mass digitisation roadmap and agreed in a preliminary manner with the pilot authorities. After that, the authorities prepared their materials for digitisation and listed it in compliance with the instructions produced for the pilot project. The instructions will be updated as experience is gained from the pilot. 

In the second phase, the materials were moved to the National Archives of Finland where the digitisation began. The analogic copies of documents can be destroyed after digitisation, because the National Archives of Finland has made the decisions regarding the method of storage of permanently kept analogue documents.

Testing the use and availability of digital material is another key objective of the pilot. The digitised materials will be made available to the pilot authorities in the reformed Astia online service of the National Archives of Finland. In order to improve the usability of materials, they are also subjected to the optical character recognition (OCR) process which allows text searches to be made from the material.

The results are to be analysed

When the pilot project has been completed, its results will be analysed and reported. The prospects of taking mass digitisation to production will be assessed on the basis of the experience gained. Furthermore, other reports and a more specific plan regarding the early stages of production will be produced for making the decision on taking mass digitisation to production.

Additional information

Pilot project of mass digitisation

Senior Officer, Project Manager Ville Kajanne, +358 0029 533 7030, ville.kajanne@arkisto.fi

Reports regarding the production decision on mass digitisation

Development Manager Mikko Eräkaski, +358 29 533 7234, mikko.erakaski@arkisto.fi