Wisconsin Historical Society

Guide or Instruction

Digitization Guidance

For State Agencies and Local Units of Government

Digitization Guidance | Wisconsin Historical Society

About This Guidance

This page contains Digitization Guidance documents for State Agencies and Local Units of Government. They are nearly identical but some of the processes and statutes vary between the two. 

The need for these documents arose as increasing numbers of state and local government agencies have approached the State Archives with questions as they implement mass digitization of public records. This guidance document is intended to lay out standards and best practices in order to consistently answer these questions. It will also serve as a point of reference for those at varying stages of the digitization process. 

The guidance is intended to provide agencies best practices and standards in meeting the electronic records management standards outlined in Administration Rule 12. There is also information on how to evaluate agency records before undertaking a digitization project.

The guidance is modular in nature; the following documents are available on their own in order to allow for ease of access regarding specific questions. It is recommended that you start with the "Digitization Project Guidance" which provides a high-level overview of the digitization process.  Sections in this main document link out to documents which provide more detail on specific topics in the digitization process.   


State Agencies

Digitization Project Guidance for State Agencies

So You Think You Want To Digitize

Scanning Decision Tree

In-House vs. Contractors

Technology Considerations

Digitization Metadata

Digitization Project Worksheet

Digitization Workflow

Quality Control for Digitization Projects

Digitization Guidelines

Storage and Maintenance


Local Units of Government

Digitization Project Guidance for Local Units of Government

So You Think You Want To Digitize

Scanning Decision Tree

In-House vs. Contractors

Technology Considerations

Digitization Metadata

Digitization Project Worksheet

Digitization Workflow

Quality Control for Digitization Projects

Digitization Guidelines

Storage and Maintenance


The NHPRC logo.These guidance documents were produced with support from the National Historical Publications & Records Commission (NHPRC). Learn more about the Wisconsin Historical Society's NHPRC Electronic Records grant.