Digitization is a logical step for many institutions. But is that enough to be and remain compliant? Quality standards such as Metamorfoze, FADGI, and ISO 19264-1 are playing an increasingly important role in the sustainable management of digital archives. At the same time, laws and regulations are imposing stricter requirements on reliability, accessibility, and legal sustainability. How can you be sure that your digital archive meets today's standards and is prepared for tomorrow's requirements? And what are the risks if it isn't?

Digitization is a start, not an end

Digitization makes collections more accessible, reduces dependence on physical materials, and helps protect data from loss or degradation.

However, digitization does not automatically mean that the archive meets all requirements. A digital archive must not only be of good technical quality, but also comply with guidelines for sustainability, accessibility, and legal retention.

Quality standards offer direction, but require choices

International standards such as Metamorfoze, FADGI and ISO 19264-1 provide an objective framework for the quality of digital archives. They help to make clear choices in digitization and provide guidance in tendering, review and accountability.

Yet not every standard applies to every type of archive or collection. A heritage institution with fragile manuscripts has different quality needs than a municipal archive with administrative files. Determining the right standard is therefore not only a technical, but also a strategic choice.

Compliance requires constant attention

Regulations and standards are constantly evolving. What is considered sufficient today may be outdated in a few years' time. Compliance is therefore not a one-off assessment, but an ongoing process.

Organizations would be wise not only to consider quality requirements at the start of digitization, but also to draw up a plan for periodic assessment and any necessary adjustments.

The legal status of digital copies

A frequently asked question is whether digital copies have the same legal value as paper originals. In most cases, they do, provided that the correct quality standards and process agreements are met.

A well-documented and compliant digitization process prevents uncertainty in legal proceedings, audits, or disclosure of information.

A reliable digital archive offers peace of mind

Compliant information management delivers more than just compliance with rules. It ensures long-term accessibility, reduces the risk of data loss, and offers certainty to both administrators and users of the archive.

Those who view compliance as an integral part of the information management process—rather than a separate check after the fact—avoid costly corrections in the future.

Are you unsure whether your digital archive meets the applicable standards? We would be happy to help you develop the right strategy.